Description
At NorthBay Health, the Institutional Coordinator (IC) serves as the operational backbone of the NorthBay Health Graduate Medical Education (GME) Office, providing comprehensive administrative, accreditation, governance, and compliance support across all residency and fellowship programs. Reporting directly to the Director of GME and serving as a key support partner to both the Director of GME and the Designated Institutional Official (DIO), the IC serves as a key support resource for institutional GME leadership, helping to ensure the successful execution of strategic initiatives, ACGME compliance requirements, governance activities, and a seamless experience for residents and fellows.
As NorthBay Health's first Institutional Coordinator, this individual will play a foundational role in building the systems, processes, and operational infrastructure necessary to support a growing, multi-program GME enterprise. Serving as a trusted partner to the Director of GME and DIO, the IC will be entrusted with highly confidential information and will support critical institutional functions, including accreditation activities, governance processes, committee administration, and cross-functional initiatives that advance the mission of graduate medical education.
The IC will collaborate with program coordinators, program directors, faculty leaders, and institutional stakeholders to advance accreditation excellence, governance effectiveness, and the strategic growth of graduate medical education at NorthBay Health.
This role is critical to the sustainability, compliance, and continued growth of NorthBay Health's GME enterprise and requires exceptional organizational skills, sound judgment, discretion, regulatory knowledge, and the ability to collaborate effectively with physicians, trainees, institutional leaders, and stakeholders across the organization.
PRIMARY JOB DUTIES
Primary Job Responsibilities:
ACGME Compliance and Accreditation Support
Administers ADS entries and submissions across programs, ensuring accuracy and timeliness
Coordinate institutional ACGME accreditation activities and support the DIO and GME Director with the coordination of special reviews, annual program evaluations, and institutional assessments as required by the GMEC.
Assist with planning, logistics, and documentation for institutional site visits, mock reviews, ACGME survey preparation sessions, and special reviews.
Maintain institutional awareness of ACGME requirements, deadlines, and policy updates, proactively communicating changes to program teams.
Track program-level accreditation statuses and maintain dashboards and institutional tracking tools specific to ACGME programs.
Assist with GME IRIS reporting and related institutional compliance submissions.
Serve as an additional resource for Program Directors and GME coordinators on ACGME, NRMP, ERAS, and institutional policies.
GMEC Governance and Meeting Coordination
Coordinate all Graduate Medical Education Committee (GMEC) meeting logistics, including scheduling, pre-meeting preparation, agenda preparation, materials distribution, and room arrangements, in support of the GME Director's governance oversight and committee leadership.
Record and distribute accurate GMEC meeting minutes and track action items through to resolution.
Maintain a comprehensive GMEC calendar and ensure compliance with institutional governance timelines.
Manage communication between the institutional GME Office and all programs regarding deadlines, surveys, and compliance initiatives.
Resident, Fellow, and Medical Student Onboarding
Facilitate onboarding, credentialing, and orientation processes for all incoming residents and fellows across every program, coordinating with Medical Staff, HR, and IT.
Support the GME Director in the planning and execution of resident orientation, ensuring a welcoming and well-organized experience for all incoming trainees.
Support the coordination of medical student onboarding and clinical rotation logistics during the build-out phase, serving as a liaison between the GME office, academic affiliates, and clinical departments.
Maintain onboarding checklists and ensure all requirements are completed before trainee start dates.
Serve as a primary point of contact for incoming trainees regarding institutional onboarding questions.
Residency Management System and Reporting
Manage the GME Residency Management System (MedHub) at the institutional level, including configuration, user access management, system troubleshooting, and ensuring accurate data entry, tracking, and reporting.
Coordinate cross-program duty hours, evaluation, and milestone compliance reporting, escalating concerns to the GME Director.
Generate institutional reports for GMEC review, leadership updates, and accreditation submissions.
Liaise with program coordinators to ensure consistent data entry and reporting standards across all programs.
Program Coordinator Support and Oversight
Coordinate institutional communications and meetings for residency and fellowship program coordinators related to NorthBay GME oversight processes and institutional requirements.
Ensure program coordinators are informed of changes to NorthBay GME requirements, institutional policies, timelines, and reporting expectations.
Serve as a point of contact for coordinators regarding institutional processes, documentation requirements, and workflows for accredited programs.
Assist with the onboarding of new program coordinators by providing orientation to institutional systems, timelines, and expectations.
Provide institutional guidance related to compliance expectations; this role does not include direct supervision or performance management of program coordinators.
Serve as Program Coordinator for new residency programs on an interim basis until permanent Program Coordinators are hired, ensuring continuity of program operations during the build-out phase.
Contracts, Agreements, and Policy Administration
Ensure compliance with NorthBay GME Institutional Requirements for Program Letters of Agreement (PLAs).
Assist programs with the development, review, and maintenance of PLAs and rotation agreements; ensure that appropriate approvals and requirements have been met for all internal and external GME rotations.
Review, update, and maintain all contract templates at least annually or as needed; coordinate with the Contract and Legal team as appropriate.
Maintain the institutional GME policy library, ensuring all policies are current, accessible, and properly versioned.
Coordinate periodic policy reviews with the GME Director and relevant stakeholders.
Manage institutional GME records in compliance with ACGME requirements and NorthBay Health retention policies.
Finance and Budget Support
Assist the GME Director in preparing the overall GME department operational budget and collect and maintain program-level budgets.
Compiles and prepares CMS governmental reporting in coordination with the GME Director
Institutional Programs and Events
Coordinate institution-wide GME events, including Research Day, Thank a Resident Day, resident retreats, wellness programming, and faculty development activities.
Support the GME Director in the planning and execution of resident and faculty wellness initiatives and institution-wide programming.
Serve as backup to the GME Director in an administrative capacity as needed, ensuring continuity of GME office operations.
Vendor and Cross-Functional Coordination
Manage institutional vendor relationships and track licenses, subscriptions, and contract renewals related to GME operations.
Support the GME Director with special projects, presentations, and ad hoc reporting as assigned.
Professional Development
Attend national GME conferences and educational programs to maintain current knowledge of best practices, accreditation updates, and emerging trends in GME administration; relevant organizations include the Association of American Medical Colleges (AAMC), the Association of Hospital Medical Education (AHME), the American Conference for Graduate Medical Education (ACGME), and the National Association of Graduate Medical Education Administrators (NAGME), among others.
Other duties as assigned.
Qualifications
Education: Bachelor's Degree in healthcare administration or related field required. Bachelor's degree in healthcare administration, Education, Business, or a related field; or equivalent combination of education and experience.
Experience: Minimum three (3) years of experience in Graduate Medical Education, academic medicine, or healthcare administration. Experience with resident or graduate management systems (MedHub, New Innovations, or equivalent). Experience supporting a GMEC or similar governance committee preferred. Experience in a new or expanding GME program preferred. Familiarity with ACGME ADS data submissions and accreditation timelines preferred. TAGME certification (Training Administrators of Graduate Medical Education) or willingness to obtain preferred.
Skills: Working knowledge of ACGME Institutional Requirements and accreditation processes. Demonstrated ability to manage multiple projects and deadlines with a high degree of accuracy and organization. Strong written and verbal communication skills with the ability to interact professionally with physicians, administrators, and trainees. Attention to detail and commitment to regulatory accuracy. Collaborative and service-oriented approach to working with program teams. Ability to exercise discretion with sensitive and confidential information. Proactive problem identification and solutions-oriented mindset. Adaptability in a fast-paced, growth-stage GME environment.
Interpersonal Skills: Demonstrates the True North values. The True North values are a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at NorthBay Health. The True North values principles consist of Nurture/Care, Own It, Respect Relationships, Build Trust and Hardwire Excellence. Leadership, strong verbal and written communication, conflict resolution, self-starter, works independently, organizes workload. Ability to effectively resolve complex issues simultaneously and escalate when appropriate.
Hours of Work: This position is based at NorthBay Health facilities in Fairfield, CA. A hybrid work schedule may be available after the initial onboarding period, subject to operational needs and approval from the GME Director. Standard business hours apply, with occasional flexibility required during peak accreditation periods, onboarding cycles, and institutional events.
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