Summary

This position manages/supervises the administrative and support functions for the Department of Pediatrics House Staff Education program (Residency program) focusing on the operational, functional, business, and/or educational strategies and activities required for this residency program. Primary functions include managing four or more direct reports, establishing/contributing operational, functional, business, and/or education plans that have long- and short-term impacts on Pediatrics Residency Program, being primary liaison/communicator within program and Pediatrics Administration, and responsible for coaching, leading and mentoring emerging talent and developing talent pipeline.

This position may be eligible to work hybrid within the Greater Houston, TX area after an onboarding and training period.

Current BCM employees who are eligible to transfer are encouraged to apply.

Job Duties

• Allocation of resources: Oversees the day-to-day operations and administrative support activities for the Pediatric Residency Programs. Assesses and prioritizes administrative needs to ensure the appropriate and efficient allocation of resources. Assists in the creation and maintenance of yearly calendar of events. Plans, prioritizes, and directs the work activities of the support staff to ensure program goals are met. Participates in leadership and staff team meetings to discuss the status, goals, and concerns of the teams.
• Data Management: Maintainsrecords of resident performance, evaluations, and program outcomes. This includes managing databases and preparing reports for accreditation reviews and internal assessments.
• Management of support staff: Supervises, establishes goals, trains, assigns and monitors work, provides feedback on performance, and address performance issues when need. Ensures competency of staff through training and development as well as on-going performance evaluations. Approves requests of time-off and ensures accurate reporting and compliance with college policies.
• Communication: Servesas a point of contact between residents, faculty, and other stakeholders. This involves disseminating important information and ensuring effective communication within the program. Serves as the liaison between the program and trainees, GME office, college and affiliates.
• Budget Management: Overseesthe program's budget and ensuring that resources are allocated effectively to support the program’s activities and goals. Manages and tracks funding and spending across the programs and reports to the program director. Assists program director in development of an annual budget.
• Policy Development: Helpsto develop and implement policies and procedures that govern the residency program. Oversees the communication and implementation of college policy with the residency, ensures compliance with college and affiliate policies.
• Well-being Initiatives: Promotesresident well-being by organizing wellness programs and providing resources to support the physical and mental health of the residents.
• Accreditation Compliance: Ensuresthat the residency program meets the accreditation requirements set by bodies such as the Accreditation Council for Graduate Medical Education (ACGME). Works directly with the BCM Graduate Medical Education office to complete all requirement, i.e., MedHub. May oversee others to assist with these crucial responsibilities.
• Curriculum Management: Assists in the development and implementation of the residency curriculum, including scheduling rotations, lectures, and other educational activities.

Additional Job Duties

• Resident Support: Providesadministrative support to residents, including handling onboarding, managing.
• Event Coordination: Supports program leadership in organizing events such as orientation, graduation, and various educational workshops and conferences. Supports program leadership in venue selection, logistics, contract negotiation, and staffing. schedules, and addressing any concerns or issues that arise.
• Recruitment, Selection, and Onboarding: Assistswith the recruitment and selection process for new residents, including managing applications, coordinating interviews, and facilitating the match process. Oversees the onboarding and credentialing process for trainees and the chief residents (instructor level faculty). Responsible for submitting Human Resources Management application through Department system to request next academic year's Chief/Instructor positions. Once approved, submits the position requests via SuccessFactors and createsthe job requisitions so that the candidate canapply.
• Responsible for working with named Chiefs to obtain their Faculty Employment Agreement, Faculty Appointment package, credentialing and billing with Texas Children's Hospital and Harris Health.
• Oversees administrative staff responsible for ensuring all new and current trainees are submitting their required documents for US and non-US trainees (International Services Team).
• Manages all budgetary/financial requirements, including assigning/updating PEPT records (effort distributions).

Minimum Qualifications

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

Preferred Qualifications

• Bachelor’s degree or master's degree in healthcare administration, education, business, or a related field.
• Minimum of 3-5 years of experiencein program management, preferably in a healthcare or medical education/academic setting.
• Financial/budget experience.
• SuccessFactors/S4/Hana, PEPT, Concur, Jagger, or other BCM-related operation systems.
• Proficiency in using software and tools for data management, scheduling, and communication.
• Knowledge of healthcare regulations and accreditation requirements (e.g., ACGME).
• Hospital/academic setting credentialing.
• Project management experience, including managing timeline, resources, and deliverables.
• Leadership qualities to provide guidance and support to residents.

Skills

• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
• Excellent written and verbal communication skills.
• Proven problem-solving abilities and attention to detail.
• Interpersonal skills to build and maintain positive relationships with residents, faculty, and staff.
• Dedication to maintaining high standards in education and administrative functions.
• Empathy and supportiveness towards residents, particularly in stressful or challenging situations.
• Collaborative mindset to work effectively with a diverse team of faculty, residents, and administrative staff.
• Proficiency in prioritization, coaching, and process execution.
• Professionalism, including maintaining confidentiality, integrity, and ethical standards in all interactions and decisions.
• Advocacy for resident well-being and promoting a healthy work-life balance.