Associate Program Coordinator Jobs in McAllen, TX

DHR Health - US:TX:Edinburg - Days
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 Residency/Fellowship Program Coordinator (PC) is an essential member of the residency/fellowship leadership team and contributes directly to the educational success, accreditation compliance, and operational excellence of the DHR Health Residency/Fellowship Program.
The PC is responsible for the administrative management, organization, and coordination of the DHR Health Residency/Fellowship Program. The PC serves as the primary administrative resource for residents, fellows, faculty, applicants, institutional leadership, and accrediting organizations 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 PC works closely with the Program Director, Associate Program Director(s), Chief Residents, fellows, residents, faculty, and GME leadership to ensure efficient daily operations and successful implementation of educational, recruitment, accreditation, and residency program activities.
POSITION EDUCATION:
• Bachelor's degree in Healthcare Administration, Business Administration, Education, Public Administration, or related field preferred.
• Associate degree with relevant experience may be considered.
EXPERIENCE:
• Minimum of three (3) years of administrative experience required.
• Experience in graduate medical education, 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.
PREFERRED QUALIFICATIONS:
• Training Administrators of Graduate Medical Education (TAGME) certification or eligibility.
• Experience with residency/fellowship management software platforms (New Innovations, MedHub, Residency Management Suite, or similar).
• Experience coordinating accreditation site visits and residency/fellowship recruitment.
• Knowledge of ERAS, NRMP, ABFM, and GME processes.
CORE COMPETENCIES
• Professionalism
• Accountability
• Confidentiality
• Organization and Time Management
• Customer Service Excellence
• Communication
• Teamwork and Collaboration
• Adaptability
• Problem Solving
• Attention to Detail
Responsibilities:
POSITION RESPONSIBILITIES:
I. Essential Duties and Responsibilities
A. Accreditation and Regulatory Compliance
• Maintain compliance with all ACGME Institutional, Common, and Specialty Program Requirements.
• Monitor and maintain program accreditation documentation, policies, procedures, and records.
• Assist the Program Director in preparation for ACGME site visits, annual updates, surveys, and accreditation reviews.
• 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
• Coordinate onboarding, orientation, and graduation activities for residents/fellows.
• 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 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)
• Faculty Meetings
• Resident/Fellow Meetings
• 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
• Coordinate residency/fellowship rotation schedules and educational calendars.
• Maintain annual block schedules and call schedules.
• 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 administrative liaison between residents, fellows, faculty, GME leadership, institutional departments, and external organizations.
• Respond to inquiries professionally and promptly.
• Maintain program communications, announcements, calendars, and educational resources. • Support a positive learning environment and resident/fellow well-being initiatives.
• Maintain confidentiality regarding resident, fellow, faculty, and program matters.
Other information:
LINES OF REPSONSIBILITIES:
(Chain-of-command)
1. Program Director è GME Manager è DIO è 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: Compassion, Accountability, Respect, Excellence through Knowledge and Safety & Social Conscience.
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.
Yes
Kneeling
Yes
Must be able to assist other employees with lifting more than 20 lbs.
Yes
Walking
Yes
Light/moderate carrying up to 20 lbs.
Yes
Standing/Squatting
Yes
Straight pulling
Yes
Sitting
Yes
Pulling hand over hand
Yes
Pushing
Yes
Repeated bending
Yes
Stooping/Bending
Yes
Reaching above shoulder
Yes
Climbing Stairs
Yes
Simple grasping
Yes
Climbing Ladders
No
Dual simultaneous grasping
Yes
Depth Perceptions needed
Yes
Ability to see
Yes
Identify Colors
Yes
Operating office equipment
Yes
Twisting
Yes
Operating mechanical equipment
Yes
Crawling
No
Ability to read and write
Yes
Ability to Count
Yes
Ability to hear verbal communication without aid
Yes
Operating Personal Vehicle
Yes
Ability to comprehend written/verbal communication
Yes
Other: Ability to deal with stress
Yes
OSHA Category
III
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
I have read and reviewed my job description with my supervisor or designee and I understand the job I am expected to perform.
If applicable ____________ certification will be completed within _________ time frame of hire/transfer date.
Employee Signature: ________________________________ Date: ____________________
Transfer/Hire Date Effective: ________________________.