About Us

Here at Baylor Scott & White Health we promote the well-being of all individuals, families, and communities. Baylor Scott and White is the largest not-for-profit healthcare system in Texas that empowers you to live well.

Our Core Values are:

• We serve faithfully by doing what's right with a joyful heart.
• We never settle by constantly striving for better.
• We are in it together by supporting one another and those we serve.
• We make an impact by taking initiative and delivering exceptional experience.

Benefits

Our benefits are designed to help you live well no matter where you are on your journey. For full details on coverage and eligibility, visit the Baylor Scott & White Benefits Hub to explore our offerings, which may include:

• Eligibility on day 1 for all benefits
• Dollar-for-dollar 401(k) match, up to 5%
• Debt-free tuition assistance, offering access to many no-cost and low-cost degrees, certificates and more
• Immediate access to time off benefits

At Baylor Scott & White Health, your well-being is our top priority.

Note: Benefits may vary based on position type and/or level

Job Summary

This position supports two departments: GME Program and the Baylor College of Medicine (Visiting Student Learning Opportunity Coordinator (VSLO).  

• The Graduate Medical Education (GME) Program Administrator 1 works with the Program Director and GME Office. This role oversees the GME training program. The position handles all administrative duties for the GME Office, Program Director, residents, and fellows. It also ensures compliance with the Accreditation Council for Graduate Medical Education (ACGME) and other accrediting bodies.
• The VSLO Coordinator is responsible for all aspects of the visiting student program, ensuring compliance with institutional and national guidelines. This role involves coordinating visiting medical students' rotations, managing applications through the AAMC VSLO platform, and serving as the primary point of contact for visiting students, faculty, and administrative staff.

Essential Functions of the Role (GME Program Administrator):

• Performs all administrative and operational tasks for the training program. Assists the Program Director, Associate Program Director(s), and residents/fellows as needed. This may include managing conference schedules, in-training exams, and program committee meetings. Records minutes, generates and examines program data reports, and creates and tracks action plans for improvement.
• Develop a thorough knowledge of ACGME policies and procedures. Be familiar with the Common Program Requirements and Specialty-Specific requirements. Give guidance about accreditation and program management. Develop program policies to comply with ACGME accreditation requirements.
• Ensures all incoming residents are ready for clinical training by their first rotation. Works with the GME Office to complete HR, Employee Health, TMB, and other onboarding documents promptly.
• Serves as a liaison between internal and external agencies to ensure compliance with the on-boarding process. Organizes recruiting efforts for potential residents and fellows by reviewing applications for criteria and completeness.
• Sends out invitations, create interview schedules, and remains in communication with prospective candidates throughout the interview process.
• Maintains website, partners with Program Director, and complete all duties as the program administrator throughout the Institutional/Specialty Matching process.
• Monitors the GME Program budget and adheres to all institutional policies on travel and business expenses, and API Timekeeping.
• Serve as the purchaser for the program. Order supplies as needed and process invoices for payment. Ensure ACGME WebADS and Review Committee data and surveys are complete and accurate.
• Enters all residents/fellows into the residency management suite. Adheres to GME Office and BSWH for required documentation and credentialing.
• Monitor and track all duty hours for violations, including internal moonlighting, and address appropriately.
• Monitor, address and escalate as necessary, concerns related to the clinical learning environment.
• Program management includes initiating process improvement and designing complex projects. It involves executing multi-stage projects and maintaining a global view of the program's status. The goal is to lead the program toward excellence.

Essential Functions of the Role (Visiting Student Learning Opportunity (VSLO) Coordinator: 

• Manage the VSLO platform for visiting student applications.
• Coordinate with clinical departments to facilitate the placement of visiting students.
• Maintain and update the visiting student policies and guidelines.
• Ensure all required documentation, including immunization records, liability insurance, and affiliation agreements, is accurate and complete.
• Maintain BCM (Baylor College of Medicine) Roster for upcoming elective rotations
• Serve as the primary contact for visiting students, addressing inquiries and providing information about available opportunities, housing, and institutional policies
• Communicate with internal stakeholders regarding visiting student placement and schedules, including department coordinators, course directors, and deans.
• Act as the liaison between the institution and the AAMC for updates and best practices related to VSLO.
• Ensure all visiting student rotations meet accreditation standards and institutional policies.
• Monitor compliance with health and safety regulations, including vaccination and health screening requirements.
• Prepare and maintain accurate records of student rotations and provide regular reports to leadership (Scheduling, tracking/reporting, onboarding/clearance, rotation preparation, maintain student evaluations)
• Identify opportunities to streamline and improve the application and onboarding process for visiting students.
• Participate in training sessions, workshops, and webinars to stay updated on changes to the VSLO platform and related policies.
• Assist visiting students with onboarding, including orientation and access to institutional resources.
• Provide guidance on resolving issues related to scheduling conflicts or clinical site availability.

Key Success Factors

• Exceptional social and communication skills. Ability to communicate courteously and professionally in all forms of communication.
• Ability to multi-task while being organized.
• Become proficient in ERAS (Electronic Residency Application System) and NRMP (National Resident Matching Program).
• Ability to work autonomously, alone and be a self-starter.
• Proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook, Access, etc.). Willing to learn and become proficient in other software programs.
• Be an energetic participant during GME Team Huddles and attend GMEC Meetings.

Belonging Statement

We believe that all people should feel welcomed, valued and supported, and that our workforce should be reflective of the communities we serve.

QUALIFICATIONS

• EDUCATION - Associate's or 2 years of work experience above the minimum qualification
• EXPERIENCE - 1 Year of Experience

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About Baylor Scott & White Health

Baylor Scott & White Health (BSWH) is the largest not-for-profit health care system in Texas and one of the largest in the United States. With a commitment to and a track record of innovation, collaboration, integrity and compassion for the patient, BSWH stands to be one of the nation’s exemplary health care organizations. Our mission is to serve all people by providing personalized health and wellness through exemplary care, education and research as a Christian ministry of healing. Joining our team is not just accepting a job, it’s accepting a calling!

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