Minimum Qualifications: 

Associate's degree or equivalent. 3 years related experience.

Job Description:

To perform a wide variety of professional duties in the management of all medical and House Staff programs.

Job Duties:

Collaborates with the Program Director to assure that the program meets or exceeds accreditation requirements

Knows the current ACGME program requirements Organizes and maintains residency training files Assists with the preparation of documentation required for accreditation (Annual Program Evaluation, Milestones, WebADS updates) Manage and coordinates accreditation site visits Maintain web-based ACGME surveys Maintain ongoing communications with the GME office Maintain evaluations and monitoring of Duty Hours through New Innovations

Assists in the ongoing management of the GME program budget

Process travel and oversight of the travel funds Process training voucher orders (FLS, FES) Process reimbursements for program related expenses Oversight of the recruitment budget Manage the Resident Development Fund which includes processing orders, reimbursements, and monitoring the budget.  Coordinates and processes residency staff travel arrangements and reimbursements, as well non-PO vouchers and internal billing requests, ensuring compliance with current UTMB Guidelines. 

Gather and maintain records for credentialing and reimbursement

Assist new residents with the on-boarding process Assist residents with new and renewal visas Collect and gather credentialing data  Schedule trainees for credentialing courses (ACLS/BLS/EPIC) Ensure data in New Innovations is accurate

Coordinate training schedules

Work with the Program Director and Associate Program Director to compile the master training schedule each year. Coordinate rotation schedules with other programs for off-service rotations. Maintain updated schedule through New Innovations Compile call schedules and update in AMCOM Organize, manage and schedule program related activities to include conferences, vacations, rotations, mandatory workshops, recruitment, journal clubs, M&M, orientation, retreats, and other residency related conferences and meetings.  Coordination and confirmation of the planned activities; distribution of conference material; creation of sign-in sheets for all conferences; entry of attendance into New Innovations database.

Coordinate Residency Recruitment and Interviews

Manage residency applications through ERAS and work with the PD to screen applicants for interviews Work with PD to schedule interview dates and communicate with applicants to schedule interviews Organize interview days: distribution of applicant files, evening dinners, breakfast, lunch, scheduling interviews, distribute information about hotel options, and escorting applicants.

Administrative responsibilities

Provide administrative support to the Program Director for GME related activities. Work with the GME office for on-boarding, scheduling workshops, maintaining current certifications for residents, maintaining licensure documentation. Monitors time and attendance in KRONOS for residency staff. Providing timely training verifications Maintaining resident files  Serve as the program liaison with agencies and institutional departments. Answers phone and responds to correspondence; refer University and external personnel to the appropriate source for information as necessary ensuring effective communications in a timely manner.  Composes correspondence and memorandums in appropriate business letter format including proofreading all completed assignments for grammar, format, and structure.  Performs miscellaneous clerical tasks, such as making copies, filing, faxing, and mail distribution.  Performs any related duties required to maintain efficient operations of the residency programs.  The coordinator may be required to perform other reasonably related duties as related to the Department of Dermatology. 

Preferred Skill/Competency 

Knowledge and experience working with Word and Excel spreadsheets  Familiar with PeopleSoft financials and Kronos Timekeeping System Strong organizational skills Possess excellent verbal, written, organizational and interpersonal skills Ability to multi-task to support diverse areas within the administrative team Experience working in a team environment Prior residency training program experience

Salary Range:
Commensurate with experience 

Equal Employment Opportunity

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.

Compensation