Program Manager

Texas A&M • Bryan, TX

5d • Onsite

About The Position

The Program Manager provides comprehensive operational and administrative management 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 activities; develops and implements program-administration procedures; and oversees the planning of current and future activities. The role 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 Program Manager coordinates resident education and recruitment, accreditation and regulatory compliance, faculty and partner relationships, training events, budgets, procurement, travel, equipment, and program communications. The position supervises program support staff and student assistants, maintains confidential educational and operational records, supports continuous program improvement, and coordinates risk, safety, and site-readiness processes for field-based activities. Occasional travel within and outside Texas is required. Work beyond normal office hours and/or on weekends may be required.

Requirements

• Bachelor's degree or an 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 and/or remote locations by driving and/or flying on commercial airlines.

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 planning.
• Direct the daily administrative operations of the Aerospace Medicine Residency Program and coordinate resident educational activities across affiliated training sites.
• Serve as the primary administrative liaison among the residency program and external military, federal, academic, healthcare, and commercial aerospace partners.
• Maintain confidential resident records, educational documentation, incident records, and operational continuity materials.
• Coordinate cancellation, rescheduling, and contingency plans for courses and field exercises, including participant communications and arrangements for facilities, instructors, and equipment.
• Collect participant evaluations, track training outcomes, document lessons learned, and support after-action reports and continuous program improvement.
• Plan and manage logistics and CME documentation for the annual Military Medical Day.
• Maintain Military Medical Distinction program requirements and participant records, and communicate outstanding requirements.
• Coordinate regularly with the Director of Military and Austere Medicine and other designated program leadership.
• Manage the full lifecycle of courses and field exercises, including planning, enrollment, prerequisites, facilities, communications, on-site support, completion records, and follow-up.
• Coordinate instructor commitments, credential reviews, certification tracking, compensation, travel, reimbursement, and contingency planning.
• Coordinate liability review, waivers, emergency action plans, medical coverage, insurance verification, site agreements, transportation, weather and safety contingencies, and field-site readiness.
• Coordinate field support supplies and maintain participant rosters, check-in/check-out procedures, and accountability during off-site training.
• Track participant certifications, prerequisites, continuing education documentation, and issuance of cards and certificates; maintain required records and escalate discrepancies.
• Supervise program support staff and student assistants; develop and conduct leadership training, conferences, seminars, and workshops.
• Manage resident recruitment, including ERAS application processing, NRMP Match participation, interview logistics, 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 letters of agreement and participating-site agreements.
• Develop and maintain educational calendars, rotation schedules, conference schedules, call schedules, and special operational training experiences.
• Schedule didactic conferences, simulation activities, journal clubs, board review sessions, and multidisciplinary educational conferences; coordinate onboarding, orientation, graduation, and transition activities.
• Assist with annual budgets and contract processes; prepare vouchers, purchase orders, and requisitions; coordinate with accounting and support staff; and track program expenditures.
• Coordinate resident travel and prepare and reconcile travel documentation using the institutional travel accounting system.
• Maintain training equipment and supplies, including inventory, readiness, replacement, storage, transportation, maintenance, cleaning, and post-event reconciliation.
• Coordinate vendor relationships and procurement requests in accordance with 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 course fees and reimbursements and manage authorized purchasing-card transactions and reconciliation.
• Travel occasionally within and outside Texas to support recruitment, partnerships, and program activities, accompanying leadership or representing the program as designated.
• Maintain communications with partners through meetings and conference calls; 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.
• Maintain records of faculty-assessed milestones, procedural experiences, scholarly activity, and board eligibility and graduation requirements; flag outstanding items.
• Coordinate annual program evaluation and continuous quality improvement activities; prepare course announcements, participant communications, waitlist management, and marketing materials.
• Coordinate accreditation compliance, maintain required documentation and 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; track resident educational requirements, duty hours, milestones, evaluations, scholarly activity, and clinical experiences.
• Perform other duties as assigned.

Benefits

• Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts, and long-term disability insurance; Texas A&M contributes to employee health and basic life premiums.
• 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, plus limited financial support to attend conferences and workshops.
• Educational release time and tuition assistance for completing a degree while employed by Texas A&M.
• Access to Living Well, a Texas A&M employee wellness program.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level