GME Program Administrator 1

Baylor Scott & White Health; Waxahachie (TX); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health benefits

401(k) with match

Tuition reimbursement

PTO from Day 1

Job summary

Baylor Scott & White Health seeks a Graduate Medical Education Program Administrator I to support the GME Office and Program Director. The role handles administrative duties, registration, and resident management, ensuring compliance with ACGME and related bodies. It also coordinates onboarding and data reporting.

The position requires organizing, communication, and proficiency with MS Office, ERAS, and NRMP processes, with responsibilities spanning budgeting and scheduling.

Qualifications

• Associate's degree or 2 years of work experience beyond minimum qualifications.
• At least 1 year of related experience.
• Strong communication and organizational abilities.

Responsibilities

• Oversee all administrative tasks for the GME training program.
• Support Program Director and residents; manage conferences and exams.
• Ensure compliance with ACGME and accrediting bodies.
• Handle onboarding HR processes and onboarding documents.
• Manage program budget, travel, and expenses.
• Enter residents into residency management systems.
• Coordinate recruitment and interview processes.
• Maintain program website and data reports.

Skills

Communication skills

Multi-tasking

ERAS familiarity

NRMP familiarity

Autonomy

MS Office

Education

Associates degree or 2+ years experience beyond minimum

Tools

Microsoft Office

Job description

About Us

Here at Baylor Scott & White Health we promote the well-being of all individuals, families, and communities. Baylor Scott and White is the largest not-for-profit healthcare system in Texas that empowers you to live well.

Our Core Values Are

• We serve faithfully by doing what's right with a joyful heart.
• We never settle by constantly striving for better.
• We are in it together by supporting one another and those we serve.
• We make an impact by taking initiative and delivering exceptional experience.

Benefits

Our benefits are designed to help you live well no matter where you are on your journey. For full details on coverage and eligibility, visit the Baylor Scott & White Benefits Hub to explore our offerings, which may include:

• Immediate eligibility for health and welfare benefits
• 401(k) savings plan with dollar-for-dollar match up to 5%
• Tuition Reimbursement
• PTO accrual beginning Day 1

Note: Benefits may vary based upon position type and/or level.

Job Summary

The Graduate Medical Education (GME) Program Administrator 1 works with the Program Director and GME Office. This role oversees the GME training program. The position handles all administrative duties for the GME Office, Program Director, residents, and fellows. It also ensures compliance with the Accreditation Council for Graduate Medical Education (ACGME) and other accrediting bodies.

Essential Functions Of The Role

• Performs all administrative and operational tasks for the training program. Assists the Program Director, Associate Program Director(s), and residents/fellows as needed. This may include managing conference schedules, in-training exams, and program committee meetings. Records minutes, generates and examines program data reports, and creates and tracks action plans for improvement.
• Develop a thorough knowledge of ACGME policies and procedures. Be familiar with the Common Program Requirements and Specialty-Specific requirements. Give guidance about accreditation and program management. Develop program policies to comply with ACGME accreditation requirements.
• Ensures all incoming residents are ready for clinical training by their first rotation. Works with the GME Office to complete HR, Employee Health, TMB, and other onboarding documents promptly.
• Serves as a liaison between internal and external agencies to ensure compliance with the on-boarding process. Organizes recruiting efforts for potential residents and fellows by reviewing applications for criteria and completeness.
• Sends out invitations, create interview schedules, and remains in communication with prospective candidates throughout the interview process.
• Maintains website, partners with Program Director, and complete all duties as the program administrator throughout the Institutional/Specialty Matching process.
• Monitors the GME Program budget and adheres to all institutional policies on travel and business expenses, and API Timekeeping.
• Serve as the purchaser for the program. Order supplies as needed and process invoices for payment. Ensure ACGME WebADS and Review Committee data and surveys are complete and accurate.
• Enters all residents/fellows into the residency management suite. Adheres to GME Office and BSWH for required documentation and credentialing.
• Monitor and track all duty hours for violations, including internal moonlighting, and address appropriately.
• Monitor, address and elevate as necessary, concerns related to the clinical learning environment.
• Program management includes initiating process improvement and designing complex projects. It involves executing multi-stage projects and maintaining a global view of the program's status. The goal is to lead the program toward excellence.

Key Success Factors

• Exceptional social and communication skills. Ability to communicate courteously and professionally in all forms of communication.
• Ability to multi-task while being organized.
• Become proficient in ERAS (Electronic Residency Application System) and NRMP (National Resident Matching Program).
• Ability to work autonomously, alone and be a self-starter.
• Proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook, Access, etc.). Willing to learn and become proficient in other software programs.
• Be an energetic participant during GME Team Huddles and attend GMEC Meetings.

Belonging Statement

We believe that all people should feel welcomed, valued and supported.

Qualifications

• EDUCATION - Associate's or 2 years of work experience above the minimum qualification
• EXPERIENCE - 1 Year of Experience