GME Program Coordinator - Intermediate

UT Health San Antonio; San Antonio (TX); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Disability insurance

FSAs

Retirement plan

Time off

Discounts

Job summary

UT Health San Antonio seeks a Program Coordinator to oversee day‑to‑day operations of one or more GME programs, coordinating curricula, conferences, and accreditation‑related documentation. You will guide residents/fellows on GME policies, support the program director, and ensure records and systems meet ACGME requirements.

The role involves managing complex administrative tasks, budgeting input, and liaising with internal and external offices to support resident education and program success.

Qualifications

• Ability to make decisions independently on a variety of complex matters.
• Ability to prioritise to meet strict deadlines and adapt quickly to changes.
• 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.
• All Key Skill Areas (KSA) of a Program Coordinator.

Responsibilities

• Develop and coordinate all aspects of the assigned GME program(s).
• Coordinate recruitment, interviews, and onboarding processes.
• Ensure compliance with program regulations including visa, licensure, and credentialing.
• Plan conferences, didactic sessions, wellness activities, and program events.
• Assist with budgeting related to the GME program and related operations.
• Prepare documentation for accrediting bodies and program reviews.
• Maintain program files and residency training manuals.

Skills

Decision making

Prioritization

GME software

Problem solving

Stakeholder networking

Policy knowledge

Program Coordinator KSAs

Education

HS Diploma or GED

Associates degree preferred

Tools

New Innovations

Job description

Job Description

Under general supervision, and indirectly reports to the Office of Graduate Medical Education is responsible for providing oversight of the day‑to‑day operations by directing and coordinating the activities of one or more complex GME programs. Facilitates and coordinates educational activities (e.g., didactic conference schedule, Grand Rounds, etc.) that support the program's curriculum and adhere to ACGME requirements. Maintains records, databases, provides curriculum information, provides oversight of the application process and maintains documentation for continued accreditation. Provides guidance to residents/fellows on program and GME policies, and administrative aspects of the program. Works directly with the Program Director and Administrator and serves as a resource for residents/fellows/faculty. Tracks, documents, and reports on educational activities for residents/fellows, for the purpose of meeting board certification requirements, meeting program accreditation requirements, and complying with policies and procedures of GME.

Job Description

Under general supervision, and indirectly reports to the Office of Graduate Medical Education is responsible for providing oversight of the day‑to‑day operations by directing and coordinating the activities of one or more complex GME programs. Facilitates and coordinates educational activities (e.g., didactic conference schedule, Grand Rounds, etc.) that support the program's curriculum and adhere to ACGME requirements. Maintains records, databases, provides curriculum information, provides oversight of the application process and maintains documentation for continued accreditation. Provides guidance to residents/fellows on program and GME policies, and administrative aspects of the program. Works directly with the Program Director and Administrator and serves as a resource for residents/fellows/faculty. Tracks, documents, and reports on educational activities for residents/fellows, for the purpose of meeting board certification requirements, meeting program accreditation requirements, and complying with policies and procedures of GME.

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.

Qualifications

• Ability to make decisions independently on a variety of complex matters and upscale 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

Education

HS Diploma or GED is required. Associates degree preferred

Required Skills

Three (3) years related experience is required preferably in administrative, healthcare or education setting.

About Us

The University of Texas at San Antonio (UT San Antonio) is a nationally recognized, top-tier public research university that unites the power of higher education, biomedical discovery and healthcare within one visionary institution. As the third-largest research university in Texas and a Carnegie R1-designated institution, UT San Antonio is a model of access and excellence - advancing knowledge, social mobility and public health across South Texas and beyond. UT San Antonio serves approximately 42,000 students in 320 academic programs spanning science, engineering, medicine, health, liberal arts, AI, cybersecurity, business, education and more. With 17,000 faculty and staff, UT San Antonio has been recognized by Forbes as one of America's Best Employers for Company Culture.

Benefits Overview

UT Health San Antonio offers an excellent benefits package for its employees. Employees who work at least 20 hours a week, with an appointment of at least 4.5 months, are eligible for benefits.

Medical - UT SELECT Medical insurance is offered free for employees and administered by Blue Cross and Blue Shield of Texas. Family members can be added to the plan through payroll deduction. Employees and their dependents can also receive discounted copays and coinsurance when using UT Health Physicians, a network of 800 premier physicians including more than 100 specialists. Employees receive $50,000 of group term life insurance and $50,000 of basic accidental death and dismemberment insurance for free, with options to purchase additional employee and dependent coverage for both at group rates.

Dental - Three dental insurance plan options are available for employees and their families through Delta Dental Insurance Company, two PPOs and one dental HMO plan. Both PPO plans allow employees to choose any licensed dentist.

Vision - Fully insured Vision Care benefits are offered by Superior Vision Services. Two vision plan options that offer either standard or enhanced vision benefits.

Disability - Employees can enroll in the Disability Insurance which provides income if a non-work related illness or injury prevents you from working.

FSAs - Employees can enroll in flexible spending accounts (FSAs) to set aside money from earnings before taxes for qualifying dependent day care expenses or out-of-pocket health care expenses.

Retirement - Employees are eligible for either the Teacher Retirement System (TRS) or the Optional Retirement Plan (ORP). TRS is a defined benefit retirement plan which UT Health matches employee contributions. ORP is for eligible faculty staff employees. Voluntary retirement programs are also available to invest before- or after-tax dollars with the choice of five quality retirement plan providers.

Time Off - A generous leave program offers multiple paid leave options:

• Front-loaded Paid Time Off: 128 to 208 hours (16 to 26 days) of Paid Time Off based on years of service, given at the start of each fiscal year. PTO may be prorated in year one based on date of hire.
• Extended Illness Bank: 8 hours (1 day) accrued per month which can be used for illness or injury after one day of Paid Time Off is taken.
• Paid Family Leave: Up to 240 hours (6 weeks) to care for a spouse, child, or parent after 6 months of consecutive employment.
• Holidays: 12 set paid holidays each year.

Discounts - Employees enjoy a range of discounts on services, tickets, and gym membership.

EEO Statement

UT Health San Antonio is an equal employment opportunity and affirmative action employer. It is our policy to promote and ensure equal employment opportunity for all individuals without regard to race, color, religion, sex, gender identity, national origin, age, sexual orientation, disability, or veteran status.