The Role
Coordinates day-to-day operations for complex graduate medical education programs. Supports recruitment, onboarding, licensing, credentialing, accreditation, board eligibility, conferences, wellness activities, orientations, and program events. Maintains trainee, faculty, evaluation, scheduling, duty-hour, policy, agreement, and accreditation records. Assists program leadership, verifies training documentation, protects confidential information, and develops familiarity with GME systems and ACGME, institutional, and Texas Medical Board requirements.
Summary Generated by Built In
Under direct supervision, indirectly reports to the Office of Graduate Medical Education, is responsible for providing support of the day-to-day operations by coordinating the activities of one or more complex GME programs. Facilitates and coordinates various training activities, maintains records, databases, provides curriculum information, assists with the application process and maintains documentation for continued accreditation. May work to assist the Program Director and serve as a resource for residents/fellows/faculty. Assists in tracking documentation and reports on educational activities for residents/fellows, for the purpose of meeting program accreditation requirements, meeting board certification requirements, and complying with policies and procedures of GME.
Responsibilities- Supports the development and coordination of all aspects of the GME program(s).
- Assists program leadership with recruitment and selection process including application, interviewing, and onboarding processes.
- Assists in coordinating visa requirements, licensure and credentialing for residents/fellows.
- Assists Program director in ensuring board eligibility and licensing eligibility for all incoming and current trainees.
- Assists with coordination of conferences and didactic sessions, wellness activities, and other programmatic events.
- Assists with coordination of accreditation activities to include program reviews, site visits and other special meetings.
- Assists in planning programmatic events such as orientation, graduation, retreats, and other meetings.
- Assist with and maintain program letters of agreement and other training agreements.
- Assists in use of New Innovations for program, trainee, faculty evaluations, block schedules, duty hours monitoring. etc.
- Assists with documentation and dissemination of program-specific policies, to include residency training manual.
- Assists with maintenance of program files in accordance with records retention schedules.
- Assists in preparation of documentation for ACGME's or other accrediting body's annual requirements.
- Participate in GME professional development activities.
- Responsible for completion of verification of training documentation for trainees.
- Maintains working relationship with members of OGME.
- Performs all other duties as assigned.
- Organizational skills. Ability to locate, assemble, maintain, and understand data.
- Ability to multi-task and anticipate needs in a fast-paced environment.
- Excellent oral and written communication skills.
- Good interpersonal skills and collegiality.
- Ability to work independently and as part of a team.
- Experience with Microsoft Office; setting priorities and working to meet deadlines.
- Excellent attention to detail. Ability to handle sensitive information with absolute confidentiality.
- Become familiar within first year of GME data systems (ERAS, NRMP, New Innovations, etc.).
- Ability to follow templates, guidelines, and forms for structured correspondence.
- Ability to establish strong working relationship with program leadership and GME affiliates.
- Develop understanding of ACGME, institutional, and TMB policies and procedures.
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.
Skills Required
- Strong organizational skills and ability to locate, assemble, maintain, and understand data
- Ability to multitask and anticipate needs in a fast-paced environment
- Excellent oral and written communication skills
- Good interpersonal skills and collegiality
- Ability to work independently and as part of a team
- Experience with Microsoft Office
- Ability to set priorities and meet deadlines
- Excellent attention to detail
- Ability to handle sensitive information with absolute confidentiality
- Ability to become familiar with GME data systems, including ERAS, NRMP, and New Innovations, within the first year
- Ability to follow templates, guidelines, and forms for structured correspondence
- Ability to establish strong working relationships with program leadership and GME affiliates
- Ability to develop understanding of ACGME, institutional, and Texas Medical Board policies and procedures
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The Company
What We Do
UT Health San Antonio™, one of the country’s leading health sciences universities, is the leader in south/central Texas funding for the National Institutes of Health (NIH). The university’s schools of medicine, nursing, dentistry, health professions and graduate biomedical sciences have produced more than 33,000 alumni. The $806.6 million operating budget supports four campuses in San Antonio and Laredo, and is the primary driver of its community’s $37 billion biomedical and health care industry. For more information on the many ways “We make lives better®,” visit uthealthsa.org.
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