Summary
The Supervisor of Graduate Medical Education (GME) Program Management oversees a team of GME Central Office Lead Coordinators, ensuring the efficient and compliant delivery of administrative and operational support for ACGME-accredited and non-standard training (NST) programs at Baylor College of Medicine. This role partners closely with the Senior Manager of GME and serves as their backup when needed, ensuring continuity of institutional GME operations. The Supervisor plays a critical leadership role in managing high-volume institutional processes, fostering coordinator development, and ensuring seamless communication across programs, departments, and affiliated institutions.
This position is a central, institution-level supervisory role responsible for overseeing multiple critical Graduate Medical Education (GME) processes that impact all residency, fellowship, and non-standard training programs. In the Office of Graduate Medical Education, this role supports more than 1,600 residents and fellows, 20 departments, and 6 hospital affiliates, providing operational, compliance, and educational infrastructure essential to institutional accreditation. The role requires the consistent use of independent judgment and discretion in supervising staff, prioritizing high-volume workflows, and coordinating complex processes across academic departments, hospital affiliates, and institutional offices. The Supervisor, Program Management is accountable for the accuracy, timeliness, and compliance of official documentation, trainee lifecycle data, policies, and committee records that are subject to ACGME review, institutional audit, and verification requests. Errors or delays in these processes may pose accreditation, regulatory, or operational risk to the institution, reinforcing the need for a supervisory-level classification. This role includes direct supervision of professional staff, responsibility for workload management and performance oversight, and serves as a designated operational backup to senior GME leadership, requiring a comprehensive understanding of institutional GME operations. The position is best suited for a candidate with demonstrated experience in regulated academic or healthcare environments, strong organizational and follow-through skills, and the ability to manage competing priorities with minimal direction.
This position is fully in-office during the initial 90 days. After successfully completing this period, employees may shift to a hybrid schedule consisting of three in-person days and two remote days.
Job Duties
Team Leadership & Oversight
- Directly supervises and mentors a team of GME Central Office Lead Coordinators, providing guidance, performance feedback, and professional development.
- Monitors workload distribution and ensures consistency, accuracy, and compliance in all team processes.
- May serve as backup to the Senior Manager of GME during absences, ensuring uninterrupted oversight of institutional GME operations.
Institutional Process Management
Oversees the annual Leave of Absence (LOA) process for all GME trainees, ensuring accurate documentation, timely communication, and compliance with institutional, ACGME, and ABMS leave policies to mitigate risk to trainee progression, program accreditation, and board eligibility.Manages and ensures the timely development, execution, and ongoing maintenance of Program Letters of Agreement (PLAs) for all GME participating sites, coordinating with academic departments, affiliate hospitals, and institutional stakeholders to maintain legally executed, current agreements in compliance with institutional policy and ACGME Common Program Requirements.Directs the agenda development, official minute preparation, and administrative management of one or more GME committees, ensuring meetings and documentation meet ACGME requirements, support institutional accreditation oversight, and include timely distribution of materials and follow-up on required action items.Organizes and oversees the monthly GME Policy Meeting to support continuous quality improvement and institutional compliance, including the review, revision, and maintenance of all GME-related policies in alignment with ACGME requirements and institutional governance standards; ensures agendas, materials, and official documentation are prepared, distributed, and archived in accordance with established processes.GME Trainee Onboarding Oversight :
Provides institutional oversight of the full onboarding lifecycle for residents, fellows, and visiting learners, including pre-appointment requirements, credentialing coordination, orientation, and system access, to ensure standardized, timely, and compliant entry into training across all GME programs and participating sites.Leads and coordinates high-volume onboarding and credentialing workflows, collaborating with academic departments, central human resources, international services office, affiliate hospitals, and institutional partners to meet regulatory, contractual, and accreditation deadlines.Ensures onboarding processes align with institutional policy and ACGME requirements, supporting trainee eligibility, patient safety, and readiness for clinical duties.Oversees development, maintenance, and continuous improvement of onboarding procedures, timelines, and tools to promote efficiency, consistency, and a positive trainee experience across programs.GME Trainee Offboarding Oversight
Ensures successful execution of the annual diploma process for approximately 500 GME graduates, including proof creation in Adobe InDesign, quality review, and coordination with Creative Services for professional printing and distribution.Provides institutional oversight of the off-boarding process for residents, fellows, and visiting learners, including program completion, early separation, transfers, and leave-related departures, ensuring accurate documentation and timely communication with internal and external stakeholders.Coordinates off-boarding requirements with academic departments, affiliate hospitals, and credentialing entities, ensuring appropriate termination of clinical privileges, system access, and institutional affiliations.Ensures off-boarding actions are completed in compliance with institutional policy, ACGME requirements, and applicable regulatory standards, supporting accurate trainee records and mitigating institutional and accreditation risk.Collaboration & Communication
Acts as a key liaison between institutional leadership, academic departments, hospital affiliates, and program staff to facilitate effective communication and process alignment.Leads the monthly Program Coordinator Huddle, including agenda development, meeting facilitation, and coordination of educational content to enhance the knowledge, skills, and compliance of departmental program coordinators.Serves as an institutional resource for departmental leadership during departmental program coordinator vacancies, ensuring smooth operations and compliance are maintained.Promotes a culture of collaboration, continuous improvement, and service excellence within the GME Office and across the institution.Performs other job-related duties as assigned.
Minimum Qualifications
High School diploma or GED.Four years of relevant experience.Preferred Qualifications and Skills
Bachelor’s degree in education, healthcare administration, public administration, business, or a related field, or an equivalent combination of education.Five years of progressively responsible experience in Graduate Medical Education, academic medicine, healthcare administration, or a closely related regulatory or compliance environment.C-TAGME certification.Demonstrated experience supporting ACGME-accredited residency and / or fellowship programs, including familiarity with ACGME Common Program Requirements and institutional accreditation processes.Supervisory or lead experience, including oversight of staff, workflow coordination, or project leadership in a complex, high-volume environment.Experience managing institutional or cross-departmental processes requiring coordination with multiple stakeholders (e.g., onboarding, credentialing, committee administration, policy governance, or contractual documentation).Strong written and verbal communication skills, with demonstrated experience preparing official documentation, reports, or committee materials subject to institutional or regulatory review.Proficiency with GME-related systems and tools (e.g., MedHub or equivalent residency management systems, document management platforms, and standard office productivity software).Demonstrated ability to manage complex, high-volume workflows with exceptional organization, proactive problem-solving, and consistent follow-through to ensure deadlines, commitments, and compliance requirements are met.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.
