Senior Coordinator, Program Management - Pediatrics - Emergency Medicine (90002424)

Baylor College of Medicine

Houston, TX

ID: 7090087 (Ref.No. 9576-en_US)
Posted: December 3, 2021
Application Deadline: Open Until Filled

Job Description


The Program Coordinator performs duties directly related to the recruitment of PEM fellows which includes information distribution to fellows, faculty, and applicants in conjunction with the PEM Fellowship Program. The Program Coordinator manages all administrative aspects of the PEM and PEM-Global Fellowship by providing support in planning, organizing, and implementing systems processes necessary for the successful administration of these programs. 

Job Duties

  • Provides support in the maintenance of accreditation and recognition of academic excellence.
  • Performs complex tasks with minimal supervision, and independently schedules complex work demands to meet deadlines.  
  • Performs general clerical duties as needed, including answering telephones, drafting meetings minutes, producing copies of pertinent information for seminars and meetings, preparing budgets with directors, preparing evaluation materials etc. 
  • PEM fellowship and GH track applicant recruitment:
    • Coordinates applicant interviews: create interview schedules, reserve meeting rooms, arrange catering and meals for interview process, conduct clerical work necessary for generating the rank list.
    • Responds to inquiries from applicants via phone and/or e-mail.
    • Sends information to interested applicants.
    • Assures adherence to established PEM fellowship and section policies and procedures; prepares and submits, under the supervision of the PEM fellowship program director, all information required and requested by the ACGME, FRIEDA, ABP and ABEM, including but not limited to the program information forms and annual program resident updates to the ADS, and ensures that the information submitted is accurate and complete.
  • Organizes orientation processes for incoming fellows.
  • Organizes required and elective outside rotations for PEM Fellows.
  • Organizes the PEM Fellowship quarterly simulation days.
  • Coordinates distribution and collection of evaluations necessary for fellowship and section assessment via use of E*Value software system and SurveyMonkey.
  • Develops policies and procedures within the PEM Fellowship, Global Health track and PEM section faculty professional development program, to support the missions of Baylor College of Medicine and Texas Children’s Hospital.
  • Develops and disseminates communication related to education activities and events to faculty, fellows, department administrators and other affected parties.
  • Coordinates administrative affairs for fellows during their training; includes, but not limited to licensing requirements, appointments, salary, expenditure reimbursements, vacation time, and meeting attendance.
  • Develops and maintains automated systems for tracking data related to the education program (i.e. graduate demographic database; fellow sick, vacation and personal time; fellowship budget, section education budget).
  • Secures confidential information (electronic and hardcopy) and maintains confidentiality of sensitive information.
  • Coordinates and collaborates with up to 18 fellows on a variety of academic/education rotations.
  • Compiles statistical reports using spreadsheet software (excel and SPSS) and assists with MEd hub evaluation data collection.
  • Manages and supports Moodle, BCM BOX, Microsoft office, One drive, ZOOM.
  • Maintains section BCM webpage, with HTML and Adobe Photoshop knowledge.
  • Composes and responds to routine correspondence and memoranda using Microsoft software and email.
  • Establishes, organizes, and maintains permanent files for PEM fellowship.
  • Provides administrative support for the Section’s Chief of Clinical Services & Education, PEM Fellowship Program Director, PEM Fellowship Associate Program Director.

Minimum Qualifications

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

Preferred Qualifications

  • Knowledge of creating surveys, collecting and analyzing data (using SurveyMonkey, REDCap).
  • Proficiency in Microsoft Office and similar software packages.
  • Proficiency in the use of Microsoft Excel and Access.
  • Experience using SPSS.
  • Experience using Adobe Captivate.  
  • Familiarity with e-learning techniques, experience with e-learning course design (graphic design skills), and experience of using storyboards / multimedia manuscripts.
  • Knowledge of modern office procedures and methods including telephone communications, and office systems.
  • Knowledge of modern business communication, including style and format of letters, memoranda, minutes and reports.
  • Ability to type 50 words per minute.
  • Ability to establish priorities, work independently, and proceed with objectives without direct supervision.
  • Able to provide technology support to section members when needed.



Baylor College of Medicine requires employees to be fully vaccinated -subject to approved exemptions-against vaccine-preventable diseases including, but not limited to, COVID-19 and influenza.


Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.



Baylor College of Medicine fosters diversity among its students, trainees, faculty and staff as a prerequisite to accomplishing our institutional mission, and setting standards for excellence in training healthcare providers and biomedical scientists, promoting scientific innovation, and providing patient-centered care. - Diversity, respect, and inclusiveness create an environment that is conducive to academic excellence, and strengthens our institution by increasing talent, encouraging creativity, and ensuring a broader perspective. - Diversity helps position Baylor to reduce disparities in health and healthcare access and to better address the needs of the community we serve. - Baylor is committed to recruiting and retaining outstanding students, trainees, faculty and staff from diverse backgrounds by providing a welcoming, supportive learning environment for all members of the Baylor community.