Senior Academic Coordinator Graduate Medical Education

The primary purpose of the Senior Academic Coordinator position is to coordinate the daily operations and activities of the residency/fellowship training programs, provides management, provides guidance to residents/fellows on program and GME policies, and non-clinical aspects of the program. Develops understanding of ACGME (Accreditation Council for Graduate Medical Education) policies and procedures, including familiarity with the Common Program Requirements, and specialty specific requirements. Provides administrative support for program director, program coordinator and residents and fellows. Perform complex, independent, administrative duties related to human resources, educational appointment, academic program support, database maintenance, and policy and procedure development, ensuring compliance with institutional regulations, for the Institution’s clinical trainee population, including GME residents and fellows, GME electives, rotating trainees and medical students.
 

The ideal candidate will possess experience supporting graduate medical education programs, educational appointments, trainee onboarding, credentialing, compliance, database management, accreditation requirements, and academic program administration. Candidates should demonstrate the ability to independently manage complex administrative responsibilities, provide guidance to trainees and departments, support policy development, and work effectively with institutional and external stakeholders.
 

Why Us?
This role offers the opportunity to support physician education and training programs that contribute directly to UT MD Anderson’s mission of education, research, prevention, and exceptional patient care. The position provides exposure to accreditation, academic administration, trainee services, regulatory compliance, and institutional operations while supporting professional growth and meaningful collaboration across departments and training programs.
• Employer-paid medical coverage starting day one for employees working 30+ hours/week, plus optional group dental, vision, life, AD&D, and disability insurance.
• Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options.
• Tuition Assistance Program after six months of service and access to extensive wellness, fitness, and employee resource groups.
• Defined-benefit pension through the Teachers Retirement System, voluntary retirement plans, and employer-paid life and reduced salary protection programs.

Responsibilities
Educational Appointments, Onboarding & Credentialing
• Process educational appointments and reappointments for residents, fellows, GME rotators, and medical students in compliance with institutional policies and regulatory requirements.
• Coordinate all onboarding activities for residents, fellows, and medical students.
• Conduct credentialing activities and verify medical education for incoming trainees.
• Assist trainees with licensure and permit processes.
• Track and process visa documentation and verify trainee status and activities as required.
• Maintain compliance with departmental, institutional, governmental, and oversight agency requirements.
• Ensure Program Letters of Agreement with participating institutions and training sites are executed and revised as needed.
Graduate Medical Education Administration
• Coordinate the daily operations and activities of residency and fellowship training programs.
• Provide administrative support to program directors, program coordinators, residents, and fellows.
• Develop and maintain an understanding of ACGME policies, Common Program Requirements, and specialty-specific requirements.
• Track, document, and report educational activities supporting board certification, accreditation, and OGME compliance requirements.
• Perform complex and independent administrative duties related to human resources and academic program support.
• Support development and implementation of policies and procedures affecting clinical trainees.
Information Systems, Data Management & Reporting
• Manage and maintain databases and information systems related to educational programs and clinical trainees.
• Maintain accurate trainee records and program documentation.
• Process HRIS error reconciliations and ensure timely resolution of data discrepancies.
• Generate timely and accurate reports supporting trainee administration and program needs.
• Serve as team lead for clinical trainee report development and generation.
• Monitor and maintain data integrity to support accreditation, reporting, and operational requirements.
Leadership, Consultation & Compliance
• Provide leadership, guidance, support, and education to programs and departments regarding educational appointments for clinical trainee titles.
• Ensure compliance with institutional policies, government regulations, and oversight agency requirements.
• Serve as an advisory resource for incoming and current clinical trainees.
• Communicate policies, procedures, and requirements to stakeholders across training programs.
• Support continuous improvement of trainee administration processes and compliance activities.
Liaison, Committee & Program Support
• Serve as liaison between participating institutions and host departments for affiliate programs operating under Program Letters of Agreement.
• Represent the Office of Graduate Medical Education and provide support to the Graduate Medical Education Committee and associated subcommittees.
• Collaborate with departments, institutions, units, and external agencies as needed.
• Coordinate orientation-related activities and event logistics for trainees.
• Provide backup support to other members of the GME credentialing team.
• Contribute to clinical trainee policy development and related website updates.
• Perform other duties as assigned.