Academic Program Coordinator

University of North Texas System•Fort Worth, TX

23h•Onsite

About The Position

The Academic Program Coordinator provides administrative and programmatic support to the Institutional Coordinator (IC) across the institution's Graduate Medical Education (GME) enterprise. Working under the direction of the IC, this position assists with coordination activities involving GME affiliate institutions, sponsored residency and fellowship programs, and the GME Committee (GMEC). This role requires working familiarity with ACGME Institutional and Common Program Requirements sufficient to support day-to-day administrative and coordination functions.

Requirements

Bachelor's degree and two (2) years of related experience; or any equivalent combination of education and experience.
Working knowledge of, or demonstrated willingness to develop familiarity with, ACGME Institutional and Common Program Requirements.
Strong organizational skills with attention to detail and the ability to manage multiple tasks and deadlines.
Effective written and oral communication skills, including the ability to prepare accurate meeting minutes and correspondence.
Proficiency with Microsoft Office Suite; familiarity with GME management platforms (e.g., MedHub, New Innovations, ACGME ADS) preferred.
High degree of professional discretion and confidentiality in handling sensitive trainee and institutional information.
Ability to build and sustain effective working relationships with program coordinators, faculty, and affiliate site staff.

Nice To Haves

5-years of related experience preferred.
One (1) year of administrative experience in graduate medical education, academic medicine, or a related healthcare education setting preferred.
Experience with data entry, records management, or meeting/committee coordination preferred.
Current certification by the Training Administrators of Graduate Medical Education (TAGME)
Prior experience supporting a GMEC or similar institutional committee.
Familiarity with affiliation/sponsored program agreements and rotation coordination.
Experience with ACGME ADS or similar accreditation data systems.
Prior experience in an osteopathic graduate medical education setting (AOA/ACGME single accreditation system context).

Responsibilities

Assist the Institutional Coordinator (IC) with administrative coordination across GME affiliate institutions and sponsored residency/fellowship programs.
Support tracking of affiliation agreements, rotation schedules, accreditation cycles, program status, and site-specific requirements.
Serve as a point of contact for program coordinators at affiliate sites, escalating questions or concerns to the IC as appropriate.
Assist with GMEC meeting scheduling, agenda preparation, material distribution, attendance tracking, and follow-up items.
Prepare draft GMEC and subcommittee minutes under the direction of the IC and maintain related committee records.
Assist with ACGME accreditation activities, including Annual Institutional Review preparation, Accreditation Data System submissions, and documentation requests.
Track accreditation timelines and deadlines across sponsored and affiliate programs, flagging upcoming needs to the IC.
Support onboarding logistics, institutional database maintenance, and administrative tasks related to trainee records, rotations, evaluations, and match processes.
Help organize training sessions, resources, and meetings for program coordinators across sponsored and affiliate programs.
Maintain organized files and compile data for institutional reports, GMEC materials, ACGME submissions, policy updates, and sponsored program documentation.