Accreditation & Administrative Associate

Position Overview

This position plays a critical role in the administration of institutional Graduate Medical Education (GME) operations with a primary focus on accreditation. The individual in this role identifies and leads projects, interprets and applies accreditation policies, facilitates process improvements, manages audits and oversees data information systems essential to GME oversight. Operating with a high degree of independence, this position ensures institutional compliance with ACGME and other regulatory requirements, supporting over 155 residency and fellowship programs and more than 1,060 trainees.

Serving as a resource and subject matter expert, this position provides direct guidance to more than 135 Program Directors, 70 Program Administrators, 10 Education Managers, and additional staff across the medical school's 18 clinical departments. It requires a broad understanding of GME accreditation, institutional operations, and affiliation contracting. The role regularly consults with the Accreditation Administrator, Director of Accreditation and Compliance and other senior leaders, escalates complex issues as needed, and contributes to the development and implementation of institutional policies and strategies.

The Medical School is committed to an excellent employee experience, offering a flexible work environment that meets the needs of students, staff, faculty, and the communities we serve. Flexible work arrangements may include flexibility in schedule and/or work location. All UMN employees are expected to follow applicable public health and safety procedures. This position is primarily remote with in-person expectations several times per month.

Candidate Profile

The ideal candidate is a collaborative, detail-oriented and strategic thinker who thrives in a fast-paced, evolving environment. They demonstrate initiative, sound judgement, and the ability to manage shifting priorities with professionalism and composure. Successful candidates communicate clearly and respectfully, take ownership of their work, and approach challenges with a solutions-focused mindset. They are known for their reliability, attention to detail, and commitment to excellent service.

Duties/Responsibilities

60%: Accreditation Activities

• Coordinates and manages the full lifecycle of affiliation agreements, from initial intake through execution, ensuring compliance with all applicable policies and standards.
  • Reviews and evaluates incoming requests to determine appropriate actions in alignment with Office of Graduate Medical Education (OGME) office procedures.
  • Prioritizes, tracks and responds to agreement-related inquiries, escalating to the Accreditation Administrator as appropriate.
  • Maintains accurate and up-to-date databases for affiliation agreements, ensures ongoing data integrity and version control.
  • Generates reports to inform internal planning and status monitoring for affiliation agreements.
  • Serves as a primary liaison with legal contacts to support agreement modifications, amendments and renewals as needed.
  • Provides expert level training, guidance and support to internal and external stakeholders in the effective use of systems and tools related to agreement processing.
  • Conducts process analysis and recommends improvements to enhance the efficiency and effectiveness of contract management operations.
• Serve as one of the office resource contacts for the GME community: communicate with program staff about ACGME requirements, provide guidance, and proactively resolve issues.
• Partners with the Compliance Administrator in the oversight of Visiting Resident/Fellow Onboarding & Agreement process, with focus on the agreement aspect of the process.
• Oversees and coordinates the monthly Graduate Medical Education Committee (GMEC) meeting and processes to ensure the Sponsoring Institution maintains compliance with ACGME institutional requirements and supports continuous accreditation.
  • Exercises operational authority over agenda preparation, documentation, and follow-up, and manages the GMEC membership and subcommittee nomination process, including outreach, candidate tracking, and election facilitation, to ensure committee composition aligns with ACGME requirements and institutional governance standards.
• Monitors critical timelines in collaboration with the Accreditation Administrator for key accreditation-related activities, including but not limited to: ACGME ADS Annual Update, ACGME ADS Year End Close, ACGME Citation Responses, ACGME Faculty Surveys, ACGME Letters of Notification, ACGME Progress Reports, ACGME Resident/Fellow Milestones, ACGME Resident/Fellow Survey, Clinical and Education Work Hours attestations, Program Manuals and other accreditation related activities.

30%: Administrative Coordination

• Independently maintains accurate and up-to-date records, track key dates and deadlines and develop subject matter knowledge to support operational needs .
• Analyzes preliminary data, manages and administers surveys and distribution of high-impact reports to relevant stakeholders.
• Coordinates and oversees the scheduling and logistics of meetings, training sessions, and events involving trainees, faculty, staff, and external partners ensuring seamless execution with minimal oversight.
• Develops, refines and implements standardized templates, forms, and checklists; distribute communication materials to programs and stakeholders as needed.
• Enter and maintain data in tracking systems or spreadsheets; compile summary reports to support informed decision-making.
• Updates and curates internal websites or social media platforms by posting resources and event announcements per GME team direction.

10%: Other duties

• Contribute to special projects and support continuous process improvement initiatives by participating in planning and execution activities.
• Facilitate and coordinate meetings focused on accreditation and regulatory compliance to ensure timely communication and progress.
• Provide cross-coverage and assist team members as needed to maintain continuity of operations and workflow.

Required Qualifications

• BA/BS or a combination of related education and work experience to equal four years; applies knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution.
• Strong organizational skills with exceptional attention to detail; able to manage multiple priorities in a fast-paced environment.
• Demonstrated interpersonal skills and customer service experience.
• Excellent written, oral and presentation skills.
• Self-motivated, strategic thinker with a proactive approach to problem-solving.
• Collaborative team player who values accountability, transparency, and continuous improvement.
• Ability to remain professional, flexible, and composed under pressure; comfortable with adapting to new or evolving work directions.
• Demonstrated ability to build and maintain positive working relationships with diverse internal and external stakeholders at all organizational levels.
• Leverages technology and software tools to enhance and streamline office operations.

Preferred Qualifications

• Knowledge of Google Applications (GMail, Drive, Hangouts, Calendar, Docs, Google+) and conferencing technology.
• Proficient Microsoft Office skills to include Microsoft Word, Excel, PowerPoint.
• Knowledge of Smartsheets
• Experience with Tableau
• Experience using New Innovations' Residency Management Suite (RMS).
• Experience using the ACGME Accreditation Data System (ADS).
• Experience using a collaborative email management system
• Creates and implements data management systems.

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.

The Office of Graduate Medical Education (OGME) is embedded within the Medical School and has a long tradition of post-graduate training in nearly all of the medical and surgical specialties and subspecialties. Over 1,060 residents/fellows (trainees) receive their training in our Graduate Medical Education (GME) programs each year. The Medical School sponsors over 100 accredited and 50 non-accredited residency and fellowship programs at nearly every hospital in the Twin Cities (Minneapolis/St. Paul) and numerous urban and rural clinics and hospitals across Minnesota. The OGME works across more than 20 affiliated teaching hospitals and 500 clinical sites. We provide support to over 135 faculty level Program Directors, 70 Program Administrators and 10 Education Managers across the medical school's 18 clinical departments.

Pay Range: $24.04 - $28.85 per hour ($50,003.20 - $60,008 annualized); depending on education/qualifications/experience

Time Appointment Category: 100% Appointment

Work Location: Primarily Remote, with occasional in-person attendance required for meetings and events.

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).