Senior Coordinator, Program Management

Baylor College of Medicine; Houston (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

Baylor College of Medicine is seeking a Senior Coordinator, Program Management to advance GME operations across multiple programs. The role partners with Medical Education Program Management, residents or fellows, the Program Director, and business operations leadership to ensure ACGME/GME compliance and annual requirements.

It also manages program budgets and supports quality improvement initiatives. The successful candidate will bring strong administrative acumen, attention to detail, and the

Qualifications

• High School diploma or GED with four years of relevant experience.
• Strong administrative and organizational skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams).

Responsibilities

• Lead administrative operations for multiple ACGME-accredited fellowship programs.
• Ensure compliance with ACGME requirements and institutional policies.
• Act as accreditation resource for program leaders and trainees.
• Manage ADS updates, evaluations, self-studies, site visits, and reviews.
• Monitor metrics like evaluations, milestones, duty hours, and scholarly activity.
• Develop processes for continuous program quality improvement.
• Direct trainee onboarding, credentialing, graduation, and records.
• Coordinate CCC, PEC, recruitment, and faculty meetings.
• Liaise between trainees, faculty, offices, affiliates, and external agencies.
• Lead recruitment for ERAS and NRMP, schedule interviews, and onboarding.
• Support workforce planning related to trainee complement and growth.
• Maintain MedHub and Qgenda; prepare reports for leadership.
• Assist with budget forecasting, trainee expense tracking, and reimbursements.
• Analyze data and develop reports for strategic decisions.
• Provide mentorship and lead process improvement initiatives in GME.

Skills

Administrative skills

Organizational skills

Communication skills

Education

High School diploma or GED

Tools

Microsoft Office Suite

Job description

Summary

The Margaret M. and Albert B. Alkek Department of Medicine at Baylor College of Medicine is seeking a highly motivated and detail-oriented Senior Coordinator, Program Management to join our team. Provides advanced administrative management for one or more GME programs and partners with Medical Education Program Management, Residents or Fellows, the Program Director, and the Section(s) Director of Business Operations. Will manage ACGME/GME annual requirements for managed programs. Will be fiscally responsible for maintaining the yearly education budgets for each program.

Summary

The Margaret M. and Albert B. Alkek Department of Medicine at Baylor College of Medicine is seeking a highly motivated and detail-oriented Senior Coordinator, Program Management to join our team. Provides advanced administrative management for one or more GME programs and partners with Medical Education Program Management, Residents or Fellows, the Program Director, and the Section(s) Director of Business Operations. Will manage ACGME/GME annual requirements for managed programs. Will be fiscally responsible for maintaining the yearly education budgets for each program.

Job Duties

Accreditation, Compliance & Program Oversight- 45%

• Lead administrative operations for multiple ACGME-accredited fellowship programs.
• Ensure compliance with ACGME Institutional and Program Requirements, specialty-specific requirements, Board requirements, and institutional policies.
• Serve as the primary accreditation resource for Program Directors, Associate Program Directors, Site Directors, faculty, and trainees.
• Manage Accreditation Data System (ADS) updates, Annual Program Evaluations, Self-Studies, site visits, and accreditation reviews.
• Monitor program compliance metrics including evaluations, milestones, duty hours, scholarly activity, and required trainee documentation.
• Develop and implement processes that support continuous program quality improvement.

Program Operations and Trainee Administration (20%)

• Direct day-to-day administrative operations for assigned training programs across multiple clinical training sites.
• Oversee trainee onboarding, orientation, credentialing, graduation, and maintenance of trainee records.
• Coordinate Clinical Competency Committee (CCC), Program Evaluation Committee (PEC), recruitment, and faculty meetings.
• Serve as liaison between trainees, faculty, institutional offices, affiliate sites, and external agencies.

Recruitment (15%)

• Lead recruitment strategy and administration for ERAS and NRMP Match activities.
• Coordinate application review, interview scheduling, ranking processes, and onboarding of incoming trainees.
• Support workforce planning initiatives related to trainee complement, program growth, and accreditation requirements.

Data Management, Reporting, and Financial Oversight (10%)

• Maintain educational management systems including MedHub and Qgenda.
• Prepare operational, accreditation, and financial reports for department leadership.
• Assist with budget forecasting, educational fund management, trainee expense tracking, and affiliate reimbursement.
• Analyze program data and develop reports to support strategic decision-making.

Leadership, Strategic Initiatives, and Process Improvement (10%)

-Provide mentoring, training, and guidance to program coordinators and administrative staff.-

• Lead departmental projects and process improvement initiatives related to graduate medical education operations.
• Develop and maintain standard operating procedures, training materials, and program management resources.
• Partner with departmental leadership on strategic planning, growth initiatives, and operational effectiveness efforts.
• Function as a subject matter expert in graduate medical education administration and accreditation.

Minimum Qualifications

• High School diploma or GED.
• Four years of relevant experience.

Preferred Qualifications

• Demonstrated proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams.
• Strong administrative and organizational skills, with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Exceptional interpersonal, communication, and customer service skills, with the ability to exercise sound judgment, professionalism, and diplomacy.
• Proven ability to develop and maintain collaborative working relationships with faculty, learners, administrative leaders, and colleagues while fostering a positive and service-oriented departmental culture.

Work Authorization Requirement

This position is not eligible for visa sponsorship. Candidates must be legally authorized to work in the United States at the time of application and throughout the duration of employment.

Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.