Senior Coordinator, Program Management

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.