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:

Performs any related duties required to maintain efficient operations of the Anesthesiology Residency Program. 
 Collaborates with the Program Manager and 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, Semi-Annual Evaluations, 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
 

Collaborate with the Program Director and APD on didactics
 

Schedule and compile semi-annual evaluations
 Compile data for CCC meetings and take minutes
 

Coordinate monthly Well-Being Conferences. 

Assists in the ongoing management of the GME program budget
 

Maintain the Resident Development Fund which includes processing orders, reimbursements, and monitoring the budget. 
 Tracking of programmatic expenses 
 Oversight of the recruitment budget
 Coordinates and processes fellow and faculty travel requests, arrangements and reimbursements, as well non-PO vouchers and internal billing requests, ensuring compliance with current UTMB Guidelines. 
 

Onboarding and compliance
 

Monitor and assist new fellows with the on-boarding process through New Innovations
 Assist fellows with new and renewal visas as needed
 Schedule trainees for credentialing courses (ACLS/BLS/EPIC)
 Follow-up with trainees on annual compliance training and other compliance (TB/ Flu) as needed
 

Coordinate training schedules
 

Work with the Program Director and Associate Program Director to compile the master training schedule each year.
 Maintain updated schedule through New Innovations
 Compile/distribute on-call schedules and update in AMCOM
 Organize, manage, and schedule program related activities to include conferences, vacations, rotations, mandatory workshops, journal clubs, M&M, orientation, retreats, and other residency related conferences and meetings. Coordination and confirmation of the planned activities; distribution of conference material; 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 
 Work with PD to schedule interview dates and communicate with applicants to schedule interviews/itineraries
 Organize interview days: creation of Teams room links, distribution of applicant files to faculty/fellows, monitoring of interview rooms each session
 

Administrative responsibilities
 

Provide administrative support to the Program Director for GME related activities.
 Provide administrative support to the fellows 
 Monitors time and attendance in KRONOS for fellows and residents
 Monitory duty hours in New Innovations for fellows and residents
 Providing timely training verifications
 Serve as the program liaison with agencies and institutional departments.
 Works in tandem with other Coordinators and Support Staff in the department filling in and covering other departmental areas as needed.
 Answers phones 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. 
 The coordinator may be required to perform other reasonably related duties related to the Department of Anesthesiology. 
 

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 is a plus
 

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