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Galveston, Texas UTMB Health
JOB DESCRIPTION:
The Institutional Coordinator supports the Administrative Director and staff with continued oversight and compliance within the scope of graduate medical education for University of Texas Medical Branch.

ESSENTIAL JOB FUNCTIONS:

Database Oversight

Manages the Residency Management Suite New Innovations for all UTMB Residency and Fellowship users/programs. Generates and analyzes data reports for accreditation oversight, distributes reports to GMEC subcommittees, maintains well-being modules/participation, manages onboarding/credentialing of residents and fellows, generates annual resident/fellow contracts, supports all modules and is primary point of contact for users/programs. Continuous communication and follow-up with Administrative Director and Institutional Program Manager. Requires proficiency in data entry, Microsoft Office Suite, including Excel, and attention to detail.

Onboarding of Residents and Fellows

Assists with coordination of annual GME orientation, credentialing and licensing of incoming residents and fellows. Ensures all onboarding documents are verified. Provides assistance to the Administrative Director and Program Manager when needed. Process part-time faculty appointments (fellows) and KSTAR mini-residency appointments. Continuous communication and follow-up with Administrative Director and Institutional Program Manager.

Special Projects and Annual Events

Coordinate annual Risk Management and Medical Economics workshops for residents and fellows, annual Outstanding Intern, and Resident/Fellow/Program Director Awards. Assist with Resident/Fellow Appreciation Week. Coordinate venue, food, and photography. Assists with program coordinator retreat, monthly program coordinator meetings and other special events. Continuous communication and follow-up with Administrative Director and Institutional Program Manager.

Texas Medical Board Licensure/Permits and Non-Accredited Fellowships

Monitors expiring licenses and permits for residents and fellows. Communicate to residents and fellows, program director, and coordinator notifying them of upcoming expiration dates. House Staff must maintain current/valid license or permit for patient contact. Copy of permit or license must be in House Staff resident folder/file. Process and monitor Faculty Temporary Licenses. Prepares new and renewal program applications for non-accredited fellowships. Continuous communication and follow-up with Administrative Director and Institutional Program Manager.

Institutional Compliance

Policies monitored and notices sent to lacking resident/fellow, program coordinator and program director. Follow up reporting and email communication sent until compliance is met. Continuous communication and follow-up with Administrative Director and Institutional Program Manager.

MARGINAL OR PERIODIC JOB FUNCTIONS:
  • Institutional Databases
  • Attend GMEC Subcommittee Meetings
  • Prepares meeting minutes
  • Assists with special projects and workshops as needed by the Administrative Director and Institutional Program Manager
  • Some travel
REQUIRED EDUCATION / EXPERIENCE:

Associates Degree or equivalent and three years of related experience.

Preferred Qualifications

Five years of related experience in a demanding office environment.

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 VEVRAA Federal Contractor, UTMB Health takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.
Associated topics: diabetes, dietary, disability, disease, genetic, germ, health care, hospitalist, nutrition, therapy