Program Coordinator - FT - Days - DHR GME Admin - 21171

Program Coordinator - FT - Days - DHR GME Admin

US:TX:Edinburg | RESEARCH INSTITUTE | Full Time

DHR Health - US:TX:Edinburg - Days

Summary:

FLSA STATUS: Exempt Non-Exempt

MISSION STATEMENT:

Our Mission is to improve the well-being of those we serve with a commitment to excellence: every patient, every encounter, every time.

VISION:

Our Vision is to create a world-class health system to advance medicine and increase access for the communities we serve by empowering caregivers to heal through compassion, knowledge, innovation, integrated care and excellence.

POSITION SUMMARY:

The Residency/Fellowship Program Coordinator (PC) is an essential member of the residency/fellowship leadership team and contributes directly to the educational success, accreditation compliance, and operational excellence of the DHR Health Residency/Fellowship Program.

The PC is responsible for the administrative management, organization, and coordination of the DHR Health Residency/Fellowship Program. The PC serves as the primary administrative resource for residents, fellows, faculty, applicants, institutional leadership, and accrediting organizations and plays a critical role in maintaining compliance with Accreditation Council for Graduate Medical Education (ACGME), American Board of Medical Specialties (ABMS), Graduate Medical Education (GME), and institutional requirements.

The PC works closely with the Program Director, Associate Program Director(s), Chief Residents, fellows, residents, faculty, and GME leadership to ensure efficient daily operations and successful implementation of educational, recruitment, accreditation, and residency program activities.

POSITION EDUCATION:

Bachelor's degree in Healthcare Administration, Business Administration, Education, Public Administration, or related field preferred.

Associate degree with relevant experience may be considered.

EXPERIENCE:

Minimum of three (3) years of administrative experience required.

Experience in graduate medical education, academic medicine, healthcare administration, or residency/fellowship programs preferred.

Experience with accreditation processes and regulatory compliance preferred.

Knowledge, Skills, and Abilities

Knowledge of ACGME accreditation requirements preferred.

Strong organizational and project management skills.

Exceptional attention to detail and ability to manage multiple priorities simultaneously.

Excellent verbal and written communication skills.

Ability to maintain confidentiality and exercise sound judgment.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Ability to work independently while collaborating effectively within a team environment.

Strong customer service and interpersonal skills.

PREFERRED QUALIFICATIONS:

Training Administrators of Graduate Medical Education (TAGME) certification or eligibility.

Experience with residency/fellowship management software platforms (New Innovations, MedHub, Residency Management Suite, or similar).

Experience coordinating accreditation site visits and residency/fellowship recruitment.

Knowledge of ERAS, NRMP, ABFM, and GME processes.

CORE COMPETENCIES

Professionalism

Accountability

Confidentiality

Organization and Time Management

Customer Service Excellence

Communication

Teamwork and Collaboration

Adaptability

Problem Solving

Attention to Detail

Responsibilities:

POSITION RESPONSIBILITIES:

I. Essential Duties and Responsibilities

A. Accreditation and Regulatory Compliance

Maintain compliance with all ACGME Institutional, Common, and Specialty Program Requirements.

Monitor and maintain program accreditation documentation, policies, procedures, and records.

Assist the Program Director in preparation for ACGME site visits, annual updates, surveys, and accreditation reviews.

Maintain current resident/fellow, faculty, and program information within the ACGME Accreditation Data System (ADS).

Coordinate completion of ACGME resident/fellow and faculty surveys.

Maintain residency/fellowship files in accordance with ACGME, GME, and institutional requirements.

Assist with preparation of Annual Program Evaluation (APE), Program Evaluation Committee (PEC), and Clinical Competency Committee (CCC) documentation.

Track resident/fellow educational requirements, scholarly activity, procedure logs, evaluations, and milestone reporting.

B. Resident/Fellow Administration

Coordinate onboarding, orientation, and graduation activities for residents/fellows.

Maintain resident/fellow personnel, educational, and credentialing files.

Track resident/fellow licenses, training permits, certifications, immunizations, DEA registrations, and required compliance training.

Monitor resident/fellow duty hour compliance and ensure timely resolution of violations.

Track attendance for conferences, didactics, mandatory educational activities, and institutional training.

Assist residents/fellows with scheduling, educational resources, and program processes.

Coordinate resident/fellow leave requests and maintain accurate leave records in accordance with program and institutional policies.

Facilitate resident/fellow evaluations and assessment processes using residency/fellowship management systems.

C. Recruitment and Selection

Coordinate all residency/fellowship recruitment activities through ERAS and NRMP.

Manage application review workflows and applicant communications.

Schedule and coordinate interview days, applicant visits, and recruitment events.

Maintain recruitment records and documentation.

Assist with rank list preparation and Match Day activities.

Coordinate onboarding activities for incoming residents.

D. Educational Program Support

Coordinate weekly didactics, workshops, simulation activities, retreats, and educational conferences.

Prepare conference schedules, attendance records, evaluations, and educational materials.

Assist with resident/fellowship scholarly activity, quality improvement projects, and research-related administrative processes.

Coordinate resident/fellow presentations, poster submissions, and conference participation.

Support faculty development activities and educational initiatives.

E. Committee and Meeting Coordination

1. Organize and maintain documentation for:

Clinical Competency Committee (CCC)

Program Evaluation Committee (PEC)

Faculty Meetings

Resident/Fellow Meetings

Recruitment Committee Meetings

Curriculum Committee Meetings

2. Prepare agendas, meeting minutes, reports, and follow-up action items.

3. Ensure confidentiality of all committee proceedings and resident/fellow evaluations.

F. Scheduling and Operational Support

Coordinate residency/fellowship rotation schedules and educational calendars.

Maintain annual block schedules and call schedules.

Collaborate with clinical departments and affiliate training sites regarding resident assignments.

Communicate schedule updates and changes to residents/fellows, faculty, and staff.

Assist with coordination of off-site rotations and educational experiences.

G. Financial and Administrative Management

Monitor educational budgets and resident/fellow educational fund requests.

Process invoices, purchase orders, reimbursements, and educational expenses.

Coordinate travel arrangements and conference registrations.

Maintain inventory of residency/fellowship supplies and educational materials.

Assist with grant reporting and administrative support for residency/fellowship-related projects when applicable.

H. Communication and Professional Support

Serve as the primary administrative liaison between residents, fellows, faculty, GME leadership, institutional departments, and external organizations.

Respond to inquiries professionally and promptly.

Maintain program communications, announcements, calendars, and educational resources. Support a positive learning environment and resident/fellow well-being initiatives.

Maintain confidentiality regarding resident, fellow, faculty, and program matters.

Other information:

LINES OF REPSONSIBILITIES:

(Chain-of-command)

1. Program Director GME Manager DIO CAO

CUSTOMER SERVICE:

Provide excellent customer service to all DHR customers. All