GME Institutional Coordinator

Background

The NIH Clinical Center is the sponsoring institution at the National Institutes of Health responsible for the administrative support and oversight of graduate medical education programs designed to train physicians, recruited through a competitive nation-wide search process in 24 nationally recognized medical/surgical specialties. These graduate medical education programs provide prescribed structured, standardized clinical and research training experiences to these physicians that permits their certification as specialists in a recognized medical or surgical field by the American Board of Medical Specialties (ABMS), a national organization that has established a process for verifying the competence of individual physicians in such recognized medical or surgical specialty fields. However, the prescribed standards and program structure required for the training for physicians in a given medical or surgical specialty field are developed and verified, both for training programs and institutions which sponsor those training programs, through a national process of accreditation established by another organization, the Accreditation Council for Graduate Medical Education (ACGME), located in Chicago, Illinois. The ACGME is an independent, not-for-profit, 501(c)(3) organization that accredits approximately 905 sponsoring institutions  (such as the NIH Clinical Center), and approximately 13,000 residency programs in 146 specialties or subspecialties that educate about 162,000 residents nationally. Its mission is to improve health care and population health by assessing and advancing the quality of physician education and training through the process of accreditation.

Role of GME Institutional Coordinator

The GME Institutional Administrator is integral to the effective management of the over 50 NIH Graduate Medical Education (GME) programs and a stipulated requirement of the Accreditation Council for Graduate Medical Education, the accrediting organization of the NIH GME programs. Identified by the NIH director as NIH’s first priority, training future biomedical scientists is mission-critical: “NIH training programs should focus on training future physicians and scientists to lead American preeminence in biomedical research in the 21st century.” Well-executed institutional management of accredited and non-accredited GME programs, directly charged with developing the future workforce of physician-scientists, by the NIH Executive Director of GME, with a dedicated GME Institutional Program Administrator, is critical to the NIH mission of training.

Responsibilities of the Contractor

The contractor providing services for the GME Institutional Coordinator position is expected to complete the following responsibilities:

• Provide Technical knowledge and support in developing and evaluating the fellowship program, establishing process and procedures and maintaining files.
• Develop and prepare documents, including agreements, required for the maintenance of accreditation of the institutional graduate medical education program
• Prepare various detailed reports for use by upper management including reports required to maintain accreditation of the program
• Prepare correspondence, reports and other written material
• Review, research, and announce on NIH policies and procedures
• Evaluate, develop, and implement the fellowship program, including the maintenance of files and documents and assess process and procedures and recommend improvements where needed
• Perform analysis of existing program databases; plan modifications of such databases; analyze and present selected program data to program staff and teaching faculty
• Research resources, services, policies and regulations and inform the staff and fellows about all changes in policies and procedures impacting fellowship training and education within the specialty
• Coordinate all interactions regarding compliance with the external organizations that accredit and regulate clinical training and specialty and subspecialty certification 1
• Analyze, develop and implement new recruiting processes and a variety of training programs.
• Collaborate with staff to maintain accurate descriptions of graduate medical education training program requirements and application processes
• Develop and implement new recruiting processes
• Collaborate with staff on developing institutional GME program outreach materials and newer processes for information dissemination
• Evaluate the effectiveness of the program to ensure it is meeting the organization's overall objectives
• Work with staff to provide support for oversight and review of the fellowship program
• Work with staff to collect data and provide summaries for use by fellows, student interns and senior level staff in making decisions for analysis or for other executive use
• Ensure that affiliate institutions make required changes in policies and procedures to remain in compliance with training programs regulations and its educational goals and objectives 2
• Promotes fellowship program to educational institutions, universities and candidates
• Respond to inquiries from external organizations which impact accreditation and recruitment of fellows to the NIH
• Collaborate with staff to develop agreements with outside institutions where the residents or fellows receive additional clinical training
• Trains staff on various aspects of the fellowship program and coordinate and attend regularly occurring training events
• Work with staff on planning, organizing and executing meetings, conferences and teleconferences
• Organize and support all Graduate Medical Education Committee GMEC and GMEC Subcommittee Meetings

Below are expected deliverables:

• Work products and documents related to performing managerial and administrative functions in support of the NIH Graduate Medical Education Program
• Daily work products and documents related to support of the NIH Graduate Medical Education Committee (GMEC) including minutes of Graduate Medical Education Committee and sub-committee meetings
• Bi-Weekly written communications with training Program Directors and Coordinators, including notifications of required activities necessary to maintain accreditation of individual training programs, as well as the NIH Clinical Center, which serves as the Sponsoring Institution for graduate medical education training activities at the NIH
• Daily work products and required institutional GME documents, including inter-institutional training agreements, Program Letters of Agreement, and internal NIH Graduate Medical Education policies and procedures
• Daily internal surveys designed to ascertain status of graduate medical education training program effectiveness and sponsoring institution oversight of the clinical training and work environment -
• Manage the Resident Elective Program application portal, to include screening of applications, routing to GME programs for action, and ensuring completion of Program Letters of Agreement

PERIOD OF PERFORMANCE: This requirement will be a one base year plus four 1-year option periods.

Contractors shall not reach out to the customer for any questions or clarifications. 

All communications must go through contracting.

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Important information:  The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this source sought synopsis request.  This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued.  No sub-contracting opportunity is anticipated.

NAICS:  The North American Classification System (NAICS) code for this acquisition is 541611.

PSC:  R408

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered and have an active registration in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA).  

All interested Offerors should submit information by e-mail to [email protected]. Please use subject line “Response to NIH-OD-SS-26-004013”.

All information submissions shall be received no later noon on June 15, 2026.