Graduate Medical Education Program Coordinator I, Urology

Graduate Medical Education Program Coordinator I – Urology Department

Departmental Job Description

The Urology Department is looking to hire a GME Program Coordinator I to assist with the departmental fellowship program. The Fellowship Program Coordinator serves as the lead administrative contact for all of the GME fellowship programs. They are responsible for the management of daily operations and activities of the fellowships.

The Program Coordinator I will:

• Function as an important liaison with learners, faculty and other staff members, TMB, GME and ACGME.

• Have knowledge of function of Medhub, NRMP, SFMatch, Peoplesoft, and ADS through the ACGME.

• Assist the Program Director and/or other levels of GME Program Coordinators or Administrators in the design and implementation of the administrative/academic operations of the program.

• Provides guidance to fellows on program and GME policies, and non-clinical aspects of the program.

• Develop understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements.

• Ensures GME and departmental and program policies and procedures are communicated/available to the GME Program Director, faculty, fellows, and staff.

• Utilizes systems and reporting to inform the GME Program Director of program compliance with organizations such as ACGME, AMA, NRMP, TMB, and any other program-level related organizations.

• Assists in planning program quality improvement projects.

• Maintains working relationships with the Office of GME to remain compliant with all necessary requirements for all residents/fellows, visiting residents, and faculty.

• 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).

• Coordinates accreditation activities including ACGME Site Visits, Self-Studies, Internal Reviews, annual program reviews, etc.

• Designs, delivers, and reports timely completion of resident/fellow, faculty, and program evaluations through Medhub the Residency Management System (RMS)

• Utilizes the RMS to record, maintain and report on all aspects of the resident’s/fellow’s training experience(s), including demographics, scholarly activity (including faculty), procedure certification, performance/semi/summative evaluations, block/shift/clinic schedule, and duty hours.

• Serves as main contact for all students interested in rotations, observation and research positions with the department

• Assists with the preparation of the department on-call schedule on a monthly basis

• Processes reimbursement and travel authorizations through PeopleSoft on behalf of the trainees in the residency and fellowship programs.

• Assist the other members of the educational team to ensure smooth workflow of the Department programs as a whole. **Other Duties: Performs other duties as assigned by education staff and faculty

Experience and Education

Bachelors degree preferred; Associates 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 Associates Degree); Three (3) years related experience required (Bachelors degree may substitute for required experience); May be required to submit to a federal background investigation.  

Job Duties

•  Serves as the lead administrative person for the GME residency/fellowship program.

• Manages the daily operations and activities of the GME residency/fellowship program(s).

• 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.

• 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.

• Designs, delivers, and reports timely completion of resident/fellow, faculty, and program evaluations through  the Residency Management System (RMS) 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.

• Develop understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements.

• Ensures GME and departmental and program policies and procedures are communicated/available to the GME Program Director, faculty, residents/fellows, and staff.

• Coordinates the resident/fellow recruitment and selection process. Assists the PD and faculty in planning program quality improvement projects.

• Prepare Program Letters of Agreement (in coordination with the GME Office) with participating institutions and training sites.

• Ensure agreements are revised as needed. 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.

• Utilizes the RMS  to record, maintain and report on all aspects of the resident’s/fellow’s training experience(s), including demographics, scholarly activity (including faculty), procedure certification, performance/semi/summative evaluations, block/shift/clinic schedule, and duty hours.

• 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.  

• **Other Duties: Performs other duties as assigned.  

• Preferred candidates will be proficient in using Microsoft Office, PeopleSoft, and MedHub or other RMS, in addition to familiarity with ACGME, TMB, and NRMP policies and procedures.    

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.