Job Code/Job Title Graduate Medical Education Program Coordinator II – 8191
Works under minimal direction and oversight from the Program Director, the Graduate Medical Education (GME) Program Coordinator II is a member of the leadership team of the program, is responsible for coordination and administration of the accredited/non-accredited residency/fellowship training program, and is critical to the success of the program. The selected applicant serves as the lead administrative person for the GME residency/fellowship program, manages and oversees the daily operations and activities of the GME residency/fellowship programs. Maintains data in MedHub for Pulmonary Fellowship Program (procedures, rotations schedules, compliance and leave requests). Provides oversight of all fellowship activities, including: applicant interviews; fellowship appointments in PeopleSoft; submitting termination of appointments for graduating fellows; performance evaluations; credentialing; malpractice coverage recommendations; and verification of training; prepares Med Hub reports and surveys for university administration and/or accrediting agencies regarding statistical information for each clinical fellow.
Experience and Education
Bachelor’s degree preferred Associate’s Degree in business administration, healthcare administration, or related field required (four years of administrative experience or 60 semester hours of college credit may substitute for an Associate’s Degree); Minimum of three (3) years of direct experience as the primary GME program coordinator of an ACGME-accredited residency/fellowship program required including specific knowledge and experience with ACGME Common Program Requirements, ACGME’s Next Accreditation System, specialty-specific Review Committee requirements, and specialty board requirements.
TAGME certification preferred.
May be required to submit to a federal background investigation.
Serves as the lead administrative person for the GME residency/fellowship program.
Manages and oversees the daily operations and activities of the GME residency/fellowship program(s) and may be in conjunction with other levels of GME Program Coordinators/Administrators.
Functions as an important liaison with learners, faculty and other staff members, and the ACGME.
Assists the GME Program Director and or other levels of GME Program Coordinators or Administrators in the design, implementation and management of the administrative/academic operations of the program.
Manage and coordinates educational activities (e.g., didactic conference schedule, Grand Rounds, etc.) that support the program’s curriculum and adhere to ACGME requirements.
Provides guidance to residents/fellows on program and GME policies, and non-clinical aspects of the program.
Creates, reviews, and maintain policies and procedures in accordance with University and accrediting agency standards to ensure compliance.
Interprets policies and procedures for faculty, staff, resident and fellows.
Advises and consults on issues or inquiries from residents/fellows, faculty, staff and department chairs.
Manages confidential and critical materials, issues and communications.
Act as liaison between the Program Director and a full range of internal and external offices and individuals.
Manages the Residency Management System for the program, including maintaining resident/fellow demographics data; resident/fellow schedules, importing program and rotation goals and objectives; conferences attendance tracking; and ensuring timely completion of work hour reports.
Identify areas for programmatic improvements and recommend initiatives to address program weaknesses.
Provide guidance regarding accreditation and program management to the Program Director, other levels of GME Program Coordinators/Administrators, and department constituents.
Assist Program Director in development of program evaluations that measure resident/fellow performance, faculty performance, educational content of rotations, and the program, ensuring these are written in competency-based language, as necessary.
Administer the evaluation process for the program through the Residency Management System, and ensure timely completion by evaluators.
Coordinates accreditation activities including ACGME Site Visits, Self Studies, Internal Reviews, annual program reviews, etc.
Assists the Program Director by monitoring and reporting Resident Wellness outcomes to ensure compliance.
Coordinates the resident/fellow recruitment and selection process and appointment process for incoming trainees in coordination with policies and procedures provided by the UTSW GME Office and respective hospital GME Offices.
Assists the Program Director and faculty in planning program quality improvement projects.
Assists with and maintains program letters of agreement for all required activities at outside institutions.
Tracks, documents, and reports on educational activities for residents, for the purpose of meeting board certification requirements, meeting program accreditation requirements, and complying with the policies and procedures of the Office of Graduate Medical Education (GME).
Utilizes systems and reporting to inform the GME Program Director of program compliance with organizations such as ACGME, AMA, NRMP, and any other program-level related organizations.
Maintains working relationships with the Office of GME to remain compliant with all necessary requirements for all residents/fellows, visiting residents, and faculty.
Coordinates, organizes, and schedules GME program events including recruitment, orientation, graduation, retreats, conferences and various meetings.
Prepares and distributes materials for conferences and lectures.
Reads literature and attends conferences to keep abreast of relevant accreditation trends and developments related to program.
Represents the program at local, state, and national meetings and conferences.
Collaborates with colleagues within and outside the university, becomes active in related national organizations (e.g., specialty associations, TAGME).
Provides direction and mentorship to other levels of GME Program Coordinators.
Performs other duties as assigned.
Preferred candidates will be proficient in using Microsoft Office, PeopleSoft, and MedHub, in addition to familiarity with ACGME, TMB, and NRMP policies and procedures.
Knowledge, Skills & Abilities
Work requires skills in leadership and personnel management.
Work requires good organizational skills.
Work requires excellent oral and written communications skills.
Work requires experience with Microsoft Office.
Work requires setting priorities and organizing work to meet strict deadlines.
Work requires making decisions independently on a variety of complex matters and escalating issues when needed.
Work requires establishing and maintaining cooperative working relationships with those contacted during the course of work.
Work requires unique knowledge of the ACGME, TMB, and NRMP policies and procedures.
Work requires understanding of hospital regulatory environment.
Work requires independent work, initiative and skills to adapt quickly to changes in work requirements and assignments.
Work requires diplomacy, compassion, sensitivity, and a commitment to carry out professional activities.
Work requires handling sensitive information with absolute confidentiality.
Work is performed primarily in general office area.
Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval of the Vice President for Human Resources Administration, or his/her designee.
This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information
UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. As an equal opportunity employer, UT Southwestern prohibits unlawful discrimination, including discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, citizenship status, or veteran status. To learn more, please visit: https://jobs.utsouthwestern.edu/why-work-here/diversity-inclusion/.