Required Application Materials
A single PDF or Word document containing a resume, letter of interest, and a list of the names and contact information for three (3) professional references is required to apply.
Important Instructions:
When prompted to upload your “resume”, upload your combined documents as one file.
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Please do not upload documents to “Cover Letter” or “References”.
If the required application materials were not uploaded at the “resume” prompt, please withdraw your application, and re-apply to upload your combined documents as one file.
Job Summary
The Graduate Medical Education Program Administrator is responsible for the day-to-day operations of designated graduate medical education training program(s). This position works independently under the supervision of the Program Director and AVP of Graduate Medical Education to manage the training program's administrative activities and ensure compliance with accreditation requirements.
Key Responsibilities
Program Administration and Accreditation
Ensure compliance with ACGME program requirements, national accrediting agencies, and hospital policies. Foster and maintain relationships as a liaison between hospitals, internal departments, and divisions on matters related to resident recruitment, orientation, program agreements, and external rotations. Coordinate and oversee all required committee meetings, including the Program Evaluation Committee and Clinical Competency Committee. Collaborate with the Program Director to prepare and submit annual reports, such as Milestones, Annual Program Evaluation, ACGME ADS Update, and other assigned reports. Analyze and organize data to generate reports for institutional and accreditation purposes, ensuring adherence to deadlines. Partner with the Program Director and/or Program Chief(s) to design and implement the yearly rotation and vacation schedules. Monitor resident/fellow duty hours and prepare monthly reports on cases/procedures, if applicable. Manage resident/fellow attendance, communicate absences to schedulers, and maintain accurate records in academic files. Handle verification requests from former residents/fellows as needed.
Recruitment
Coordinate and oversee every facet of the recruitment process, including recruiting advertisements, addressing applicant inquiries, updating web page content, managing the GME Track and ERAS database, or other application systems. Supervise and coordinate multi-day interview events and their logistics. Organize and lead ranking meetings to determine applicant placement on match lists. Collaborate with the Program Director to submit the rank list to NRMP or other matching programs, adhering to national deadlines and policies. Ensure that all annual credentialing and other hospital and departmental requirements are met for each trainee in the program.
New Hire Onboarding, Orientation and Graduation
Ensure all provisioning requests are completed in a timely manner for incoming class, including documentation required by Human Resources and Department of Graduate Medical Education. Assist. Executive Director of Medical Education in developing orientation for incoming trainees, including faculty and presentations, computer training sessions and policy overview. Develop and maintain program policies and handbook in accordance with institutional policies.
Plan all resident/fellow graduation activities and other department events as directed by the Chairman and Program Director. Ensure all annual credentialing/licensing and other hospital and department requirements are met for each trainee in program.
Annual Budget.
Prepare and monitor annual program budget. Working with the Program Director and the AVP of GME, develop annual program budget. Track annual program expenses and provide variance reports to the Asst. Vice President of GME as needed throughout the budget cycle. Prepare purchase orders, requisitions, and reconcile assigned program accounts. Prepare resident travel authorization; arrange travel for conferences.
Scheduling and Evaluation
Prepare schedule for rotating residents and medical students.
Communicate rotation approvals with the Executive Director of GME. Coordinate rotation orientation and ensure completion of evaluations for residents, rotating residents and medical students. Maintain the evaluative processes of the resident/fellow, program, faculty, and rotations.
Program Letters of Agreement
Initiate requests for Program Letters of Agreements (PLAs) with Department of Medical Education for resident/fellow rotations, away rotations and electives. Perform annual audit ensuring all PLA's are current and in effect.
Database Management
Input and manage all required program data in the New Innovations residency management database. Perform regular audits in New Innovations to confirm all required data is accurate and up to date.
Board and In-Service examinations.
Coordination and administration of specialty board examinations and in-service examinations. Administer and oversee proctoring required for annual examinations. Maintain security of all materials and assure compliance with the outlined procedures. Order and return all testing materials in a timely manner.
Liaison
Serve as a program liaison with faculty, staff and hospital personnel. May serve as Program Director designee, in his/her absence.
Performs other duties as assigned.
Required Education/Experience
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Associate degree preferred.
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One (1) year related experience required.
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A combination of education and experience may be considered.
Accompanying Knowledge, Skills, Abilities and Competencies
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Proficient in Microsoft Office suite and database management required.
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Analytical and organizational skills to be able to locate, assemble, maintain, and interpret data from a variety of sources.
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Working knowledge to be attained within 6 months of accepting position of software applications adopted for the residency / fellowship/ educational programs.
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Fundamental knowledge of grants.
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Fundamental knowledge of accreditation requirements.
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Requires oversight of performance of responsibilities.
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Effectively follows direction in implementation of program operations.
About The University of Texas at Tyler and UT Tyler Health Science Center
The University of Texas at Tyler is part of the prestigious University of Texas System that includes 14 institutions located throughout the state. Founded in 1971, UT Tyler today enrolls 10,000 students and consists of six colleges.
Designated an R2 research institution by the Carnegie Classification of Institutions of Higher Education, UT Tyler supports our surrounding region through innovation intended to uplift communities, spearhead sustainability initiatives, preserve ecosystems and support entrepreneurship. UT Tyler has the highest Carnegie classification in East Texas.
Providing exceptional patient care, comprehensive education and innovative research, The University of Texas at Tyler Health Science Center and UT Health East Texas combine to serve as the university medical center for Northeast Texas and beyond.
For more information, please visit https://www.uttyler.edu/about.
Why work for UT Tyler? Find out more: Why Work for UT Tyler?
Additional Information
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. This position has the option to elect the Optional Retirement Program (ORP) instead of TRS, subject to the position being 40 hours per week and at least 135 days in length.
This position is security-sensitive and subject to Texas Education Code Section 51.215, which authorizes the employer to obtain criminal history record information. Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.
For more information regarding benefits offered by UT Tyler, please visit https://www.uttyler.edu/offices/human-resources/employees/benefits.
Clinical Position Requirements
Clinical positions require pre-screening through our Occupational Health department, including a drug test. Employees are required to obtain annual influenza vaccines.
EEO Statement
The University of Texas at Tyler is an Equal Employment Opportunity Employer.
