GME Program Coordinator - Intermediate

UT Health San Antonio•San Antonio, TX

About The Position

Under general supervision, and indirectly reporting to the Office of Graduate Medical Education, this role is responsible for providing oversight of the day-to-day operations by directing and coordinating the activities of one or more complex GME programs. This position facilitates and coordinates educational activities (e.g., didactic conference schedule, Grand Rounds, etc.) that support the program's curriculum and adhere to ACGME requirements. The role involves maintaining records, databases, providing curriculum information, overseeing the application process, and maintaining documentation for continued accreditation. It also provides guidance to residents/fellows on program and GME policies, and administrative aspects of the program. The GME Program Coordinator works directly with the Program Director and Administrator and serves as a resource for residents/fellows/faculty. The role tracks, documents, and reports on educational activities for residents/fellows for the purpose of meeting board certification requirements, program accreditation requirements, and complying with policies and procedures of GME.

Requirements

Ability to make decisions independently on a variety of complex matters and escalate when needed.
Ability to prioritize to meet strict deadlines and adapt quickly to changes in work requirements.
Ability to use New Innovations and other GME software.
Ability to problem solve.
Ability to identify network of program, administrative, institutional, and participating site partners.
Working knowledge of ACGME, Institutional, and TMB policies and procedures.
Analytical and organizational skills to be able to create, maintain, interpret and input data from a variety of sources.
All Key Skill Areas (KSA) of a Program Coordinator.

Nice To Haves

Associates degree preferred

Responsibilities

Responsible for the development and coordination of all aspects of the assigned program(s).
Coordinates the recruitment and selection process including application, interviewing, and onboarding processes.
Ensures compliance with program regulations by coordinating visa requirements, licensure and credentialing for residents/fellows.
Coordinates resident/fellow conferences and didactic sessions, wellness activities, and other programmatic events, such as retreats, orientation, in-training exams, and graduation activities.
Adheres to program budgets. May have input into departmental budget for GME.
Composes and prepares complex correspondence, forms, and reports, to include, if applicable creation and maintenance of residency training manual.
Creates tutorials/guides to facilitate training on various GME systems used by teaching faculty, residents, and fellows.
Manages all accreditation documentation to include institution and program reviews, site visits and other special events.
Creates, reviews, and maintains policies and procedures in accordance with institutional and accrediting agency standards.
Acts as a liaison between the Program Director and a full range of internal and external offices and individuals.
Coordinates use of New Innovations for program, trainee, faculty evaluations, block schedules, duty hours monitoring. etc.
Manages confidential and critical materials, issues, and communications.
Directs trainees in successful navigation of administrative requirements established by institution, GME, and ACGME to include informing leadership of deficiencies.
Maintains program letters of agreement for GME programs.
Maintains program files in accordance with records retention schedules.
Prepares documentation for ACGME's or other accrediting bodies' annual requirements.
Participates in GME professional development activities, PC Action committee, and/or national or specialty meetings.
Participates in GMEC as a member of the leadership team.
Performs all other duties as assigned and duties of Program Coordinator.