Summary

The Senior Coordinator, Program Management provides advanced administrative and operational support for the Division of Pediatric Hematology/Oncology (PHO) Fellowship Program, ensuring compliance with institutional, accreditation, and regulatory requirements. This position serves as the lead for the growth-related and transitional work that includes and extends beyond the ACGME-accredited fellowship operations. This position also supports day-to-day program operations, including trainee recruitment and onboarding, educational scheduling, documentation tracking, and coordination with Graduate Medical Education (GME), faculty, and internal and external stakeholders (ACGME PHO Fellowship; TMB-accredited advanced fellowship program). The position partners closely with program leadership to support fellows’ educational experiences, monitor program progress, and facilitate key educational activities and events. The PHO Fellowship Program at Texas Children’s Hospital and Baylor College of Medicine in Houston, TX is an ACGME-accredited training program with 18 PHO fellowship positions and up to 8 advanced fellowship positions, annually. It is one of the largest training programs in this subspecialty and will be expanding with the integration of the PHO Fellowship Program at The University of Texas MD Anderson Cancer Center.

Job Duties

• Takes ownership of non-ACGME workflows, policies, and reporting structures.
• Manages the day-to-day administrative and operational functions of the Pediatric Hematology/Oncology Fellowship Program.
• Manages pre-interview and pre-recruitment logistics lead for the fellowship program (including ACGME PHO and advanced fellowship).
• Serves as the lead for the development of the annual interview schedule for faculty for advanced fellowships.
• Serves as the lead for MedHub evaluations and recurring survey workflows for the ACGME fellowship.
• Serves as the lead coordinator for the Program Evaluation Committee, Clinical Competency Committee and semi-annual meetings for PHO fellowship.
• Serves as the lead coordinator for the Core Curriculum Lecture Series.
• Facilitates information gathering and data entry into the Graduate Database which supports K12, P30- Dan L. Duncan Cancer Center.
• Serves as the lead coordinator for the annual events (e.g. graduation ceremony, graduation family/faculty dinner, retreat, and welcome events).
• Coordinates the onboarding and offboarding of all fellows annually.
• Provides primary administrative support to Fellowship Program Director and Associate Director including calendar management, meeting coordination, correspondence, and supply ordering.
• Assists with program compliance by managing ACGME accreditation requirements, maintaining fellow portfolios, recruiting and on-boarding incoming fellows, fellows' financial approvals and tracking license renewals.
• Coordinates trainee recruitment, onboarding, orientation, appointments, and reappointments in compliance with institutional, Graduate Medical Education (GME), regulatory, and accreditation requirements.
• Co-serves as a liaison with GME, faculty, fellows, internal departments, and external agencies to support effective communication and program operations.
• Schedules and coordinates educational activities, including lectures, conferences, rotations, evaluations, duty schedules, exams, ceremonies, and special events.
• Maintains and monitors program documentation, evaluations, and training records to track progress toward educational objectives and support accreditation readiness.
• Assists with the development of educational materials, submission and tracking of educational grants, and implementation of special program initiatives.
• Attends meetings weekly with PHO fellowship leadership.
• Assists with strategic planning initiatives and process improvement efforts.
• Creates and facilitates communications to trainees, preceptors, teaching faculty and institutional partners in alignment with the timelines and deadlines.
• Drafts, reviews, and updates operational policies and procedures. Identifies and recommends opportunities for optimization.
• Assists with annual progress reports.
• Sets-up, organizes, and maintains fellowship program files.
• Performs other job-related duties as assigned.

Minimum Qualifications

• High School diploma or GED.
• Four years of relevant experience.

Preferred Qualifications

• Bachelor's degree in healthcare, research administration or related programs.
• Four years of relevant experience in the field of medical education or administration in a healthcare setting with a preference for experience facilitating training programs.
• Proficiency in Microsoft Office Suite.
• Excellen written and verbal communication skills.