DHR Health - US:TX:Edinburg -
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 Graduate Medical Education (GME) Senior Program Coordinator (Sr. PC) is an essential member of the GME leadership team and contributes directly to the educational success, accreditation compliance, and operational excellence of the DHR Health Residency/Fellowship GME Programs including fellows, residents, and program coordinators.
The Sr. PC is responsible for the administrative management, organization, and coordination of the DHR Health Residency/Fellowship Programs. The Sr. PC serves as the primary administrative resource for program coordinators and the GME Office (GMEO) 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 Sr. PC works closely with the program coordinators, residency and fellowship Program Director(s), Associate Program Director(s), Chief Residents, fellows, residents, faculty, and GMEO to ensure efficient daily operations and successful implementation of educational, recruitment, accreditation, and residency program activities.
The Sr. PC is responsible for managing the administrative, operational, and regulatory compliance functions supporting program coordinators, resident physicians and subspecialty fellows. The Sr. PC serves as a key member of the GMEO and ensures compliance with ACGME requirements while supporting the educational mission, recruitment activities, trainee advancement, and overall program coordinator effectiveness. The
position requires independent judgment, advanced organizational skills, and extensive knowledge of GME processes and accreditation standards.
POSITION EDUCATION/ QUALIFICATIONS:
- Bachelor's degree in Healthcare Administration, Business Administration, Education, Public Administration, or related field.
- Equivalent combination of education and professional experience may be considered.
- Certified Training Administrator of Graduate Medical Education (C-TAGME) preferred.
- Advanced knowledge of ACGME accreditation standards and residency/fellowship program requirements.
- Proficiency with residency management systems such as MedHub, New Innovations, ERAS, and NRMP platforms.
- Experience coordinating accreditation site visits and residency/fellowship recruitment.
- Strong organizational and project management skills with the ability to manage multiple programs, deadlines, and competing priorities.
- Expertise in scheduling logistics, data tracking, document management, and regulatory reporting.
- Excellent interpersonal, written, and verbal communication skills with the ability to interact effectively with faculty, trainees, institutional leadership, and external agencies.
JOB KNOWLEDGE/EXPERIENCE:
- Progressively responsible administrative experience in GME, healthcare administration, medical education, academic medicine, or hospital operations.
- Experience supporting residency and fellowship programs within a medical school, teaching hospital, or academic health system preferred.
- Demonstrated experience coordinating accreditation activities, recruitment processes, and educational program operations.
- Minimum of three (3) years of administrative experience required.
- Experience in GME, 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.
CORE COMPETENCIES
- Organization and Time Management
- Customer Service Excellence
- Teamwork and Collaboration
Responsibilities:
POSITION RESPONSIBILITES:
I. Essential Duties and Responsibilities
A. Accreditation and Regulatory Compliance
- Monitor and track compliance with ACGME Institutional, Common, and Specialty-Specific Program Requirements.
- Maintain accurate accreditation records and documentation to support Annual Program Evaluation, Self-Study activities, Internal Reviews, and accreditation site visits.
- Monitor resident and fellow duty hours, case logs, evaluations, milestone reporting, and other accreditation metrics.
- Collaborate with program coordinators and program leadership to address compliance concerns and implement corrective action plans when necessary.
- Monitor and maintain program accreditation documentation, policies, procedures, and records.
- 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
- Oversee day-to-day administrative operations for the Internal Medicine Residency Program and assigned Fellowship Programs.
- Coordinate applicant recruitment, interview scheduling, onboarding activities, orientation programs, and graduation ceremonies.
- Support program coordinators and program leadership in implementing educational initiatives, strategic goals, and trainee development activities.
- Monitor program calendars, deadlines, and annual reporting requirements.
- 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 program coordinators, 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)
- 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
- Manage resident and fellow rotation schedules, call schedules, vacation requests, and educational calendars.
- Coordinate conferences, didactic sessions, committee meetings, and educational events.
- Maintain permanent trainee records, credentialing documentation, evaluations, and graduation records in accordance with institutional policies and accreditation requirements.
- Ensure timely completion and retention of required program documentation and trainee files.
- 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 liaison between residency and fellowship Program Directors, Associate Program Directors, program coordinators, faculty, residents, fellows, the Graduate Medical Education Office, and institutional partners.
- Facilitate communication regarding program requirements, schedule changes, recruitment activities, accreditation matters, and educational initiatives.
- Prepare correspondence, reports, meeting agendas, minutes, and program communications.
- Promote a professional and collaborative learning environment that supports trainee success and program excellence.
- Maintain confidentiality regarding resident, fellow, faculty, and program matters.
Other information:
LINES OF REPSONSIBILITES:
1. Program Director 2. GME Manager 3. DIO 4. CAO
CUSTOMER SERVICE:
Provide excellent customer service to all DHR customers. All employees are required to attend the DHR C.A.R.E.S program which outlines the Customer Service Principals including: Commitment, Accountability, Respect, Excellence and Service.
AGE SPECIFIC:
Employees must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of the patients served in his/her assigned unit. The individual must demonstrate knowledge of principles of growth and development over the life span and possess the ability to assess data reflective of the patient’s status and interpret the appropriate information needed to identify each patient’s requirement relative to his or her age.
AMERICANS WITH DISABILITIES ACT: (ADA):
A. Essential Duties: Indicated by bold print within performance standards, preceding individual numbered criteria.
The following table provides physical requirements that will be associated with, but not limited to, this position:
Light/moderate lifting up to 20 lbs., from the floor to shoulder height.
Must be able to assist other employees with lifting more than 20 lbs.
Light/moderate carrying up to 20 lbs.
Dual simultaneous grasping
Operating office equipment
Operating mechanical equipment
Ability to read and write
Ability to hear verbal communication without aid
Operating Personal Vehicle
Ability to comprehend written/verbal communication
Other: Ability to deal with stress
B. Working Conditions: The individual spends over 95% of his/her time in an air-conditioned environment with varying exposures to noise. There is protection from weather conditions but not necessarily from temperature changes. The position does have low exposure to malodorous, infectious body fluids from patients and some minimal exposure to noxious smells from cleansing agents.
C. Occupational Exposure: This position has minimal to no exposure to blood, body fluids, or tissues and is an OSHA Category III (although situations can be imagined or hypothesized under which anyone, anywhere, might encounter potential exposure to body fluids). Person who performs these duties are not called upon as part of their employment to perform or assist in emergency medical care or first aid or to be potentially exposed in some other way.
D. Aptitudes: HIGH 1 2 3 4 5 6 LOW
Intelligence: General learning ability: The ability to “catch on” or understand instructions and underlying principles. Ability to reason and make judgments. 3
Verbal: Ability to understand meanings of words and ideas associated with them, and to use them effectively. To comprehend language, to understand relationships between words, and to understand meanings of whole sentences and paragraphs. To present information or ideas clearly. 3
Numerical: Ability to perform arithmetic operations quickly and accurately. 2
Spatial: Ability to comprehend forms in space and understands relationships of plane and solid objects. Frequently described as the ability to “visualize” objects or two or three dimensions, or to think visually of geometric forms. 2
Form Perception: Ability to perceive pertinent details and objects or in pictorial or graphic material to make visual comparisons and discriminations and see slight differences in shapes and shadings of figures and widths and lengths of lines. 3
Clerical Perception: Ability to receive pertinent details and verbal or tabular material. To observe differences in copy, to proofread words and numbers, and to avoid perceptual errors in arithmetic computation. 2
Motor Coordination: Ability to coordinate eyes and hands to fingers rapidly and accurately in making precise movements with speed. Ability to make a movement response accurately and quickly. 3
Finger Dexterity: Ability to move hands easily and skillfully. To work with fingers in placing and turning motions. 3
Manual Dexterity: Ability to move hands easily and skillfully. To work with hands in placing and turning motions. 3
Eye-Hand-Foot Coordination: Ability to move the hand and foot coordinately with each other in accordance with visual stimuli. 3
Color Discrimination: Ability to perceive and respond to similarities or differences in colors, shapes, or other values of the same or different color. To identify a particular color, or to recognize harmonious or contrasting color combinations, or to match color adequately. 3
