Baylor College of Medicine · 23 hours ago
Supervisor, Program Management - Institutional GME
Houston, TX
Full-time
Hybrid
Mid, Senior Level
4+ years expBaylor College of Medicine is seeking a Supervisor of Graduate Medical Education (GME) Program Management to oversee a team of GME Central Office Lead Coordinators. This role is responsible for ensuring efficient and compliant delivery of administrative and operational support for ACGME-accredited and non-standard training programs, while managing high-volume institutional processes and fostering coordinator development.
EducationHigher EducationPharmaceutical
No H1B
Responsibilities
Directly supervises and mentors a team of GME Central Office Lead Coordinators, providing guidance, performance feedback, and professional development
Monitors workload distribution and ensures consistency, accuracy, and compliance in all team processes
May serve as backup to the Senior Manager of GME during absences, ensuring uninterrupted oversight of institutional GME operations
Oversees the annual Leave of Absence (LOA) process for all GME trainees, ensuring accurate documentation, timely communication, and compliance with institutional, ACGME, and ABMS leave policies to mitigate risk to trainee progression, program accreditation, and board eligibility
Manages and ensures the timely development, execution, and ongoing maintenance of Program Letters of Agreement (PLAs) for all GME participating sites, coordinating with academic departments, affiliate hospitals, and institutional stakeholders to maintain legally executed, current agreements in compliance with institutional policy and ACGME Common Program Requirements
Directs the agenda development, official minute preparation, and administrative management of one or more GME committees, ensuring meetings and documentation meet ACGME requirements, support institutional accreditation oversight, and include timely distribution of materials and follow-up on required action items
Organizes and oversees the monthly GME Policy Meeting to support continuous quality improvement and institutional compliance, including the review, revision, and maintenance of all GME-related policies in alignment with ACGME requirements and institutional governance standards; ensures agendas, materials, and official documentation are prepared, distributed, and archived in accordance with established processes
Provides institutional oversight of the full onboarding lifecycle for residents, fellows, and visiting learners, including pre-appointment requirements, credentialing coordination, orientation, and system access, to ensure standardized, timely, and compliant entry into training across all GME programs and participating sites
Leads and coordinates high-volume onboarding and credentialing workflows, collaborating with academic departments, central human resources, international services office, affiliate hospitals, and institutional partners to meet regulatory, contractual, and accreditation deadlines
Ensures onboarding processes align with institutional policy and ACGME requirements, supporting trainee eligibility, patient safety, and readiness for clinical duties
Oversees development, maintenance, and continuous improvement of onboarding procedures, timelines, and tools to promote efficiency, consistency, and a positive trainee experience across programs
Ensures successful execution of the annual diploma process for approximately 500 GME graduates, including proof creation in Adobe InDesign, quality review, and coordination with Creative Services for professional printing and distribution
Provides institutional oversight of the off-boarding process for residents, fellows, and visiting learners, including program completion, early separation, transfers, and leave-related departures, ensuring accurate documentation and timely communication with internal and external stakeholders
Coordinates off-boarding requirements with academic departments, affiliate hospitals, and credentialing entities, ensuring appropriate termination of clinical privileges, system access, and institutional affiliations
Ensures off-boarding actions are completed in compliance with institutional policy, ACGME requirements, and applicable regulatory standards, supporting accurate trainee records and mitigating institutional and accreditation risk
Acts as a key liaison between institutional leadership, academic departments, hospital affiliates, and program staff to facilitate effective communication and process alignment
Leads the monthly Program Coordinator Huddle, including agenda development, meeting facilitation, and coordination of educational content to enhance the knowledge, skills, and compliance of departmental program coordinators
Serves as an institutional resource for departmental leadership during departmental program coordinator vacancies, ensuring smooth operations and compliance are maintained
Promotes a culture of collaboration, continuous improvement, and service excellence within the GME Office and across the institution
Performs other job-related duties as assigned
Qualification
Required
High School diploma or GED
Four years of relevant experience
Preferred
Bachelor's degree in education, healthcare administration, public administration, business, or a related field, or an equivalent combination of education
Five years of progressively responsible experience in Graduate Medical Education, academic medicine, healthcare administration, or a closely related regulatory or compliance environment
C-TAGME certification
Demonstrated experience supporting ACGME-accredited residency and/or fellowship programs, including familiarity with ACGME Common Program Requirements and institutional accreditation processes
Supervisory or lead experience, including oversight of staff, workflow coordination, or project leadership in a complex, high-volume environment
Experience managing institutional or cross-departmental processes requiring coordination with multiple stakeholders (e.g., onboarding, credentialing, committee administration, policy governance, or contractual documentation)
Strong written and verbal communication skills, with demonstrated experience preparing official documentation, reports, or committee materials subject to institutional or regulatory review
Proficiency with GME-related systems and tools (e.g., MedHub or equivalent residency management systems, document management platforms, and standard office productivity software)
Demonstrated ability to manage complex, high-volume workflows with exceptional organization, proactive problem-solving, and consistent follow-through to ensure deadlines, commitments, and compliance requirements are met
Company
Baylor College of Medicine
Baylor College of Medicine, located in the Texas Medical Center, is a health sciences university located in Houston, Texas
5001-10000 employees
Funding
Current Stage
Late StageTotal Funding
$10.85MKey Investors
National Human Genome Research InstituteNational Heart, Lung and Blood InstituteCancer Prevention and Research Institute of Texas
2024-12-05Grant· $3.5M
2024-09-26Grant
2024-09-19Grant
Leadership Team
Paul Klotman
President, CEO and Executive Dean
Peggy Smith
Professir and CEO. Teen Health Clinics
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