Residency/Fellowship Program Coordinator I - Pediatrics

What we do here changes the world. UTHealth Houston is Texas’ resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That’s where you come in.

A Graduate Medical Education (GME) program coordinator's day is fast-paced, highly unpredictable, and centers on managing daily operations for medical residents/fellows and supporting the Program Director(s) with operational tasks. The successful candidate takes on the considerable administrative management of the program, allowing the faculty the freedom to focus solely on trainee teaching and strategic planning for the program. The coordinator serves as a partner to the PD(s) and an integral part of the program leadership.

Communications and Urgent Issues

• Check and answer a high volume of emails from residents, faculty, and the ACGME (Accreditation Council for Graduate Medical Education).
• Solve urgent problems, such as navigating sudden resident shift coverage changes, scheduling conflicts, or missing credentialing paperwork.
• Meet regularly with the Program Director (PD) to review daily priorities, upcoming deadlines, and trainee progress as needed. 

Compliance, Scheduling, and Operations

• Track clinical work hours, procedure logs, and conference attendance to maintain ACGME accreditation standards.
• Coordinate didactics (educational lectures), reserve rooms, arrange guest speakers, and food ordering.
• Process administrative tasks like license renewals, reimbursements, paid time off (PTO) requests, and onboarding or offboarding paperwork.

Long-Term Planning and Recruitment

• Work on seasonal projects, which vary from general budgeting and tracking faculty scholarly activity to running the heavy residency recruitment and Match process. 
• Assist with larger meetings (ie - Clinical Competency Committee (CCC) by preparing evaluation data, taking notes, and submitting milestone reports. 
• Support trainee well-being by acting as an advisor, resource, and liaison to human resources or legal counsel for visa and contract inquiries.

Once you join us you won't want to leave. It’s because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you’d expect from a top healthcare organization (benefits, insurance, etc.), plus:  

• 100% paid medical premiums for our full-time employees  
• Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equates to around 37-38 days per year) 
• The longer you stay, the more vacation you’ll accrue! 
• Longevity Pay (Monthly payments after two years of service) 
• Build your future with our awesome retirement/pension plan! 

We take care of our employees! As a world-renowned institution, our employees’ wellbeing is important to us. We offer work/life services such as... 

• Free financial and legal counseling 
• Free mental health counseling services 
• Gym membership discounts and access to wellness programs 
• Other employee discounts including entertainment, car rentals, cell phones, etc. 
• Resources for child and elder care 
• Plus many more! 

Position Summary:

Coordinates the academic, operational, and financial activities of the residency program; assists in the development of program educational and administrative goals and objectives; develops the mapping of the residency program structure; and provides sound guidance and advice on other pertinent residency program issues.

Position Key Accountabilities:

• Provides administrative oversight for all residency and fellowship related items, but not limited to, the following: handling inquiries, sorting correspondence, setting up folders, maintaining residency program files in accordance with records retention schedules, assisting in requests for verification of residency training, and maintaining calendar of applicant appointments and meetings.
• Ensures compliance with departmental policies and procedures and also ensures compliance with all residency/fellowship program requirements. This includes, but is not limited to submitting duty hour reports to the GME Office, collecting and tracking evaluations of the residents, faculty and program, and ensuring compliance regarding any house staff moonlighting or other professional activities outside the scope of the program.
• Manages schedules and resident attendance for all required educational activities, including conferences and other didactic experiences.
• Maintains the residency curriculum, including competency-based goals and objectives for each assignment and each level of training.
• Creates and edits departmental residency training manual.
• Oversees all aspects of the resident/fellow recruitment process including scheduling interview dates, corresponding with potential applicants, confirming meetings and appointments and ensuring applicant credentials are in compliance with current guidelines.
• Implements all required modules of the residency management software, to include the management and reporting of data as well as user training for program faculty and residents/fellows.
• Develops and maintains program letters of agreement for all required rotations at outside institutions.
• May be assigned routine budget or financial responsibilities by supervisor.
• Performs other duties as assigned.

Certification/Skills:

• None

Minimum Education:

High School Diploma or equivalent required

Minimum Experience:

3 years of related experience required
Experience in an academic setting preferred
May substitute required experience with equivalent years of education beyond the minimum education requirement.

Physical Requirements:

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

This position is a security-sensitive position pursuant to Texas Education Code §51.215 and Texas Government Code §411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code §117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R. §791.4.

Residency Requirement:

Employees must permanently reside and work in the State of Texas.