Program Manager

Texas A&M University System•Bryan, TX

7d•Onsite

About The Position

The Program Manager provides comprehensive operational, administrative, and accreditation support for the Texas A&M Naresh K. Vashisht College of Medicine ACGME Aerospace Medicine Residency Program. Under direction, the position plans, organizes, directs, and manages day-to-day program activities and develops and implements administrative procedures. It supports both the Aerospace Medicine Residency Program and the Military and Austere Medicine Program, with primary responsibility for residency administration and substantial responsibility for managing courses, field training exercises, certifications, equipment, and institutional partnerships. The role coordinates resident education across affiliated clinical and operational training sites; manages residency recruitment, schedules, records, evaluations, committees, onboarding, and accreditation documentation; and supports compliance with ACGME requirements. It also manages the lifecycle and operational needs of courses and field exercises, including instructors, participants, sites, equipment, safety planning, certifications, budgets, agreements, communications, and after-action follow-up. The Program Manager supervises program support staff and student assistants and may travel independently to other or remote locations by car or commercial airline. Work beyond normal office hours and/or on weekends may be required.

Requirements

Bachelor's degree or equivalent combination of education and experience.
Five years of related experience.
Excellent verbal and written skills.
Ability to multitask and work cooperatively with others.
Ability to travel independently to other or remote locations by driving and/or flying on commercial airlines.
Ability to work beyond normal office hours and/or on weekends may be required.

Nice To Haves

Five or more years of progressively responsible administrative experience, preferably in graduate medical education.
Experience coordinating an ACGME-accredited residency or fellowship program.
Experience managing military, operational, tactical, or field-based medical education or training programs, including certification courses such as TCCC.
Knowledge of ACGME accreditation standards, graduate medical education administration, and residency management systems.
Familiarity with military organizational structures, protocols, and operational training environments.
Prior military healthcare service or relevant military medical program administration experience in any branch, including service as a senior noncommissioned officer or commissioned healthcare officer.
Ability to learn and apply graduate medical education administrative processes and accreditation requirements; prior knowledge is preferred.
Exceptional project management and organizational abilities, including management of multi-phase training events from planning through after-action review.
Ability to coordinate complex educational activities involving multiple institutions and geographically dispersed training sites, including field-based and operational training environments.
Ability to interpret and apply institutional policies, accreditation requirements, and risk management procedures relevant to educational programs and field-based training, in coordination with designated subject-matter experts.
Ability to exercise independent judgment while managing competing priorities and strict regulatory deadlines.
Demonstrated ability to establish productive working relationships with governmental agencies, military organizations, academic institutions, healthcare systems, and commercial industry partners.
High level of professionalism, discretion, diplomacy, and confidentiality.
Proficiency with Microsoft Office applications and collaborative technology platforms, and ability to learn institutional educational management systems.

Responsibilities

Plan, organize, direct, and manage day-to-day program activities; develop and implement administrative procedures and assist with strategic plans, goals, and program materials.
Direct the daily administrative operations of the Aerospace Medicine Residency Program and coordinate resident educational activities across affiliated clinical and operational training sites.
Serve as the primary administrative liaison with military, federal, academic, healthcare, and commercial aerospace training partners.
Maintain confidential resident records and educational documentation; track milestones, procedural experiences, scholarly activity, board eligibility, graduation requirements, and other educational requirements.
Document training-related incidents, injuries, near-misses, and safety concerns, and route documentation to program leadership and institutional offices as required.
Coordinate course and field-exercise cancellations, rescheduling, contingencies, participant notifications, refunds or re-enrollment, and rebooking of facilities, instructors, and equipment.
Collect participant evaluations, track training outcomes, document lessons learned, support after-action reports, and contribute to continuous program improvement.
Maintain master calendars, project trackers, standard operating procedures, contact lists, and continuity documentation.
Plan and manage logistics for the annual Military Medical Day and coordinate required CME documentation with the responsible institutional office.
Maintain Military Medical Distinction requirements and participant records, track progress, and communicate outstanding requirements.
Participate in planning and coordination meetings with the Director of Military and Austere Medicine and other program leadership.
Manage the full lifecycle of courses and field exercises, including planning, instructors, enrollment, prerequisites, facilities, communications, on-site support, completion records, and follow-up.
Confirm instructor commitments; coordinate credential reviews and credential files; track certifications and renewals; arrange compensation, travel, and reimbursement; and plan instructor contingencies.
Coordinate liability reviews, waivers, emergency action plans, on-site medical coverage, insurance verification, site-use agreements, transportation, weather and safety contingencies, site readiness, meals, water, and field supplies.
Maintain participant rosters and check-in/check-out and accountability procedures for field exercises and off-site training.
Track participant certifications, prerequisites, continuing education, and issuance of cards and certificates; maintain documentation and track applicable certifying-body standards, escalating discrepancies.
Supervise program support staff and student assistants; develop and conduct leadership training, conferences, seminars, and workshops.
Manage resident recruitment activities, including ERAS processing, NRMP Match participation, interviews, applicant communications, and rank meeting support.
Coordinate resident credentialing, licensure, certification, and onboarding across participating training sites; support development, routing, tracking, and renewal of program and participating-site agreements.
Develop and maintain educational calendars, rotation, conference, and call schedules, and special operational training experiences; schedule didactics, simulation, journal clubs, board review, and multidisciplinary conferences.
Coordinate onboarding, orientation, graduation, and transition activities for residents and faculty.
Assist with annual budgets and contract processes; prepare vouchers, purchase orders, and requisitions; coordinate with accounting and support staff; and assist in managing budgets and educational expenditures.
Coordinate resident travel for conferences, operational rotations, research, and educational experiences.
Maintain accountability for training equipment and supplies, including inventory, readiness, replacement, storage, transportation, maintenance, cleaning, and post-event reconciliation; coordinate vendors, procurement requests, and purchasing under institutional policies.
Support development, routing, tracking, and renewal of MOUs, affiliation and training agreements, facility-use agreements, and scopes of work with external partners.
Track program budgets, expenditures, course fees, and reimbursements with departmental financial staff; manage authorized purchasing-card transactions and reconcile documentation under institutional policies.
Travel occasionally within and outside Texas to support recruitment, partnerships, and program activities; prepare and reconcile travel documentation using the institutional travel accounting system.
Maintain and develop partner communications through meetings and conference calls; prepare course announcements, participant communications, waitlist management, and marketing materials.
Coordinate resident, faculty, rotation, and program evaluations using institutional educational management systems.
Coordinate the Clinical Competency Committee, Program Evaluation Committee, and other GME committees, including scheduling, agendas, documentation, minutes, and action-item follow-up.
Coordinate annual program evaluation and continuous quality improvement activities.
Coordinate accreditation compliance, maintain required documentation, track deadlines, and escalate deficiencies to the Program Director.
Maintain and update the ACGME Accreditation Data System, including Annual Program Updates, faculty rosters, block diagrams, and program characteristics.
Prepare and maintain documentation for accreditation reviews, Self-Study activities, and site visits; report missing or overdue resident requirements to program leadership.
Perform other duties as assigned.

Benefits

Medical and prescription drug coverage
Dental insurance
Vision insurance
Life and AD&D insurance
Flexible spending accounts
Long-term disability insurance
12–15 days of annual paid holidays
Up to eight hours of paid sick leave and at least eight hours of paid vacation each month
Automatic enrollment in the Teacher Retirement System of Texas
Free exercise programs and release time
Free LinkedIn Learning training and webinars
Limited financial support to attend conferences, workshops, and more
Educational release time and tuition assistance for completing a degree while employed by Texas A&M
Living Well employee wellness program