Senior Residency/ Fellowship Program Coordinator - School of Dentistry (Part-time)

Houston, TX

Senior Residency/ Fellowship Program Coordinator - School of Dentistry (Part-time)

Location: Houston, Texas

Category: Education / Child Care

UTHealth Houston School of Dentistry

Requisition #: 240000WN

What we do here changes the world. UTHealth Houston is Texas’ resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That’s where you come in.

Once you join us you wont want to leave. It’s because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you’d expect from a top healthcare organization (benefits, insurance, etc.), plus:

  • 100% paid medical premiums for our full-time employees

  • Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equates to around 37-38 days per year)

  • The longer you stay, the more vacation you’ll accrue!

  • Longevity Pay (Monthly payments after two years of service)

  • Build your future with our awesome retirement/pension plan!

We take care of our employees! As a world-renowned institution, our employees’ wellbeing is important to us. We offer work/life services such as…

  • Free financial and legal counseling

  • Free mental health counseling services

  • Gym membership discounts and access to wellness programs

  • Other employee discounts including entertainment, car rentals, cell phones, etc.

  • Resources for child and elder care

  • Plus many more!

Position Summary:

Leads the planning and coordination of the academic, operational, and financial activities of the residency program; leads the development of program educational and administrative goals and objectives; develops the mapping of the residency program structure; and provides sound guidance and advice on other pertinent residency program issues.

Position Key Accountabilities:

  1. Provides administrative oversight for all residency and fellowship related items, but not limited to, the following: handling inquiries, sorting correspondence, setting up folders, maintaining residency program files in accordance with records retention schedules, assisting in requests for verification of residency training, and maintaining calendar of applicant appointments and meetings.

  2. Ensures compliance with departmental policies and procedures and also ensures compliance with all residency/fellowship program requirements. This includes, but is not limited to submitting duty hour reports to the GME Office, collecting and tracking evaluations of the residents, faculty and program, and ensuring compliance regarding any house staff moonlighting or other professional activities outside the scope of the program.

  3. Manages schedules and resident attendance for all required educational activities, including conferences and other didactic experiences. Maintains the residency curriculum, including competency-based goals and objectives for each assignment and each level of training. Creates and edits departmental residency training manual.

  4. Oversees all aspects of the resident/fellow interview process including scheduling interview dates, corresponding with potential applicants, confirming meetings and appointments and ensuring applicant credentials are in compliance with current guidelines and prepares candidate ranking list.

  5. Implements all required modules of the residency management software, to include the management and reporting of data as well as user training for program faculty and residents/fellows.

  6. Manages events (such as resident lunches, retreats, orientations, and graduation activities).

  7. Develops and maintains program letters of agreement for all required rotations at outside institutions.

  8. May be assigned routine budget or financial responsibilities by supervisor.

  9. Attends and maintains minutes of Residency Committee meetings.

  10. Coordinates completion of Program Information Form (PIF) for ACGME site review; assists with preparation for site visit; key participant in site visit; organizes internal review with Institution’s GME office.

  11. Completes required national and Hospital surveys, collate and report program or trainee data, as needed.

  12. Manages the collection of information for accreditation processes, compiles and submits reports to internal and external agencies involved in residency education (GME, ACGME, AAMC, FREIDA, NRMP and Specialty Boards).

  13. Serves as backup coverage for the Education Team, including but not limited to, Resident and Faculty educational lectures.

  14. Creates online tutorials to facilitate training on various systems used by faculty, residents and fellows.

  15. Manages annual Mock Oral Examinations and In-Service Exams.

  16. Ensures Board eligibility of trainees through reporting of training activities to accrediting bodies including procedure participation, research progress, and clinical exposure.

  17. Works directly with Program Director to migrate residency program requirements to meet the new ACGME NAS program and evaluation requirements.

  18. Assists department administrator, GME office and finance in the preparation of the program budget and applies accounting principles and rules in the maintenance of it.

  19. Composes confidential, complex, and substantive residency program correspondence; Reads current media sources to keep apprised of changes and current trends within the specialty residency program; applies current information to daily work routine; provides feedback to faculty regarding new information.

  20. Attends or conducts staff meetings, seminars, workshops and training classes.

  21. Supervises program administrative personnel. Reviews work to ensure all programmatic functions are within guidelines and regulations; completes standard reports and forms for submittal; keeps office personnel informed of changes in regulations or policies.

  22. Performs other duties as assigned.


Training Administrators of Graduate Medical Education (TAGME) Certification Preferred.

Excellent computer skills including proficiency in Microsoft Office Suite required.

Experiences with databases and demonstrated ability to learn new software applications required.

Experience with residency management software required; experience with physician scheduling software preferred.

Strong communication skills both written and verbal; excellent attention to detail, skilled multi-tasking ability, demonstrated commitment to follow-through of assigned tasks and projects, and exceptional customer services skills.

Ability to utilize critical thinking skills and judgment in problem-solving and decision-making, or escalating issues as needed.

Good interpersonal skills and collegiality; ability to work independently and as part of a team.

Minimum Education:

Bachelor’s Degree required. Equivalent level of education and/or experience may substitute for education requirement.

Minimum Experience:

Five years of related experience required, with three of those years in an academic setting required.

Advanced working knowledge of residency programs and experience working in a GME setting strongly preferred.

Physical Requirements:

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

Residency Requirement:

Employees must permanently reside and work in the State of Texas.

If you are looking for a great healthcare career in Houston, visit!

University of Texas Health Science Center at Houston (UTHealth)

Established in 1972 by The University of Texas System Board of Regents, The University of Texas Health Science Center at Houston (UTHealth) is Houston’s Health University and Texas’ resource for health care education, innovation, scientific discovery and excellence in patient care. The most comprehensive academic health center in the UT System and the U.S. Gulf Coast region, UTHealth Houston is home to schools of biomedical informatics, biomedical sciences, dentistry, nursing and public health and the John P. and Kathrine G. McGovern Medical School. UTHealth Houston includes The University of Texas Harris County Psychiatric Center, as well as the growing clinical practices UT Physicians, UT Dentists and UT Health Services. The university’s primary teaching hospitals are Memorial Hermann-Texas Medical Center, Children’s Memorial Hermann Hospital and Harris Health Lyndon B. Johnson Hospital.

UTHealth Benefits

UTHealth Houston offers a comprehensive and competitive benefits package. For more information on our benefits programs please refer to the UTHealth Houston Office of Benefits Website.

Equal Employment Opportunity Statement

UTHealth Houston is committed to providing equal opportunity in all employment-related activities without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, gender identity or expression, veteran status or any other basis prohibited by law or university policy. Reasonable accommodation, based on disability or religious observances, will be considered in accordance with applicable law and UTHealth Houston policy. The University maintains affirmative action programs with respect to women, minorities, individuals with disabilities, and eligible veterans in accordance with applicable law.

UTHealthHoustonhas adopted a policy consistent with CMS regulations to protect our patients and university community from exposure to COVID-19. This policy affects all employees, residents, fellows, students, contractors, new hires, visiting scholars program participants, adjunct faculty, and volunteers who work, train, or collaborate at the John S. Dunn Behavioral Science Center.

In addition, all UTHealthHouston​​​​​​​employees who are assigned to work at a location that is subject to the affiliated partner’s hospital, clinical offices, or agency are required to abide by UTHealth’sHoustonrules and regulations, as well as the affiliate’s rules and regulations, including COVID-19 vaccination and safety requirements.

Work location is based on the needs of the department and may be adjusted.