GME Program Coordinator Intermediate Neurosurgery

UT Health San Antonio•San Antonio, TX

About The Position

Under general supervision, this position provides oversight of the day-to-day operations of one or more complex Graduate Medical Education (GME) programs and indirectly reports to the Office of Graduate Medical Education. The coordinator directs and coordinates program activities, supports educational activities that align with the curriculum and ACGME requirements, maintains records and databases, provides curriculum information, oversees the application process, and maintains documentation for continued accreditation. The position guides residents and fellows on program and GME policies and administrative requirements, works directly with the Program Director and Administrator, and serves as a resource for residents, fellows, and faculty. The coordinator tracks, documents, and reports on residents’ and fellows’ educational activities to support board-certification and accreditation requirements and compliance with GME policies and procedures. The role also manages recruitment, onboarding, conferences and events, accreditation materials, program documentation, and coordination across institutional and external partners.

Requirements

Ability to make independent decisions on complex matters and escalate issues when needed.
Ability to prioritize work to meet strict deadlines and adapt quickly to changing work requirements.
Ability to use New Innovations and other GME software.
Problem-solving ability.
Ability to identify and work with program, administrative, institutional, and participating-site partners.
Working knowledge of ACGME, institutional, and TMB policies and procedures.
Analytical and organizational skills to create, maintain, interpret, and input data from a variety of sources.
All Key Skill Areas (KSA) of a Program Coordinator.

Responsibilities

Develop and coordinate all aspects of assigned GME program(s).
Coordinate recruitment and selection, including applications, interviews, and onboarding.
Coordinate visa requirements, licensure, and credentialing for residents and fellows to ensure compliance with program regulations.
Coordinate resident and fellow conferences, didactic sessions, wellness activities, retreats, orientation, in-training exams, and graduation activities.
Adhere to program budgets and provide input into the departmental GME budget as applicable.
Compose and prepare complex correspondence, forms, and reports, including creating and maintaining a residency training manual when applicable.
Create tutorials and guides for GME systems used by faculty, residents, and fellows.
Manage accreditation documentation, including institutional and program reviews, site visits, and other special events.
Create, review, and maintain policies and procedures in accordance with institutional and accrediting-agency standards.
Serve as a liaison between the Program Director and internal and external offices and individuals.
Coordinate use of New Innovations for program and trainee administration, faculty and trainee evaluations, block schedules, and duty-hours monitoring.
Manage confidential and critical materials, issues, and communications.
Guide trainees through administrative requirements established by the institution, GME, and ACGME, and inform leadership of deficiencies.
Maintain program letters of agreement and program files in accordance with records-retention schedules.
Prepare documentation for annual requirements of the ACGME and other accrediting bodies.
Participate in GME professional-development activities, the PC Action committee, and national or specialty meetings.
Participate in GMEC as a member of the leadership team.
Perform other assigned duties and duties of a Program Coordinator.