Job title: Administrative Coordinator
Company: Menninger Clinic
Job description: M-F, 8 am to 5 pmReports to: Associate Director, Medical Staff OfficeSummaryThe Administrative Coordinator manages the day-to-day operations of the Baylor College of Medicine (BCM) Addiction Psychiatry Fellowship Program and serves as a liaison between the learners, faculty and other staff members and the Accreditation Council for Graduate Medical Education (ACGME). The Administrative Coordinator is responsible for coordinating all training activities and supporting BCM training programs at the Menninger Clinic. In addition, the Administrative Coordinator provides administrative support to the Chief of Staff Office.Key FunctionsManage operations of the BCM Addiction Psychiatry Fellowship Program (0.5 FTE)
- In collaboration with the Program Director and Associate Program Director, manage the overall and day-to-day operations of the ACGME and GME education program.
- Assist the program director in meeting accreditation requirements, educational programming, and support of fellows.
Recruitment/Onboarding:
- Manage the recruitment and interview processes through ERAS, Thalamus, Cortex, and other systems as appropriate.
- Manage the Fellowship interview and Match process.
- Submit paperwork for fellow Medical Board licensure as needed.
- Onboard new trainees through BCM MedHub and applicable Menninger systems.
- Serve as a liaison for the education program with Undergraduate Medical Education (UME)/Graduate Medical Education (GME)/the Graduate School for Biomedical Sciences/the School of Health Professions/Student Affairs, internal departments, applicable external agencies, or trainees.
- Serve as point of contact regarding BCM/Texas Medical Center parking requests and cancellations for fellows.
- Schedule or coordinate lectures, evaluations, meetings, caterings, rounds, exams, seminars, training rotations, electives or special electives, duty/call schedules, ceremonies, or events.
Fiscal Responsibility/ Grants:
- Coordinate reimbursement of funds for fellows and other program-related activities in Concur system.
- Oversee grant expenditures, budgeting, and reporting for HRSA and CPWE grants.
- Collaborate with BCM Grants and Finance Departments.
- Remit National Resident Matching Program fees.
Reporting/Recordkeeping:
- Develop and maintain knowledge of the ACGME and program requirements, including policies and procedures. Manage trainee-related data in MedHub for compliance with fellow work hours, demographics, and orientation.
- Create, monitor, and track documentation of training and educational activities.
- Obtain grade or evaluation collection and submission.
- Maintain calendar and provide administrative support for the Program Director and other faculty, including scheduling meetings, ordering supplies, and preparing correspondence.
- Take meeting minutes as needed for the following committees: Program Evaluation Committee (PEC), Clinical Competency Committee (CCC), Fellowship Site Director Group (FSD), and Annual Program Evaluation (APE).
- Prepare and submit training verifications for program alumni.
- Certify completion of all appropriate resident documentation.
- Maintain program records, including trainee evaluations, scores, and trainee reports for semi-annual meetings.
EducationRequired: High school diploma or equivalent education.Preferred: Certified Administrative Professional (IAAP)Experience Required: Experience in coordinating processes, preferably with clinical training programs or HR coordinating processes. Experience with correspondence, preparing spreadsheets, and prioritizing tasks.
Expected salary:
Location: Houston, TX
Job date: Fri, 25 Jul 2025 05:00:34 GMT
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