Director- Graduate Medical Education in San Angelo, Texas at Shannon Health

Job Summary

The Director of GME is the senior administrative leader responsible for the strategic design, implementation, and regulatory oversight of the Shannon Graduate Medical Education enterprise. The Director is responsible for overseeing and building the central GME office infrastructure to scale from 28 to as many as 150+ residents/fellows. This role serves as the primary backup to the Designated Institutional Official (DIO) and functions as the ACGME Institutional Coordinator until the GME office infrastructure grows. Critically, the Director and future central GME staff serve as the institutional "Safety Net," providing interim administrative coverage for individual programs during staff vacancies or leaves to ensure continuous ACGME accreditation compliance.

Performance: Position Specific Essential Functions

1. Institutional Governance & Strategic Leadership

• Acts as the primary administrative partner to the DIO, ensuring the Sponsoring Institution meets all ACGME Institutional Requirements. Monitors GME programs to ensure programs are meeting ACGME common and program specific requirements.
• Serves as the primary backup to the DIO for all business decisions and serves as a lead agent for institutional initiatives.
• Strategic Growth: Leads the planning and implementation of new residency and fellowship programs to meet the institutional goal of between 64 - 150+ residents/fellows.
• Manages the Graduate Medical Education Committee (GMEC) in cooperation with the DIO, including preparing agendas and maintaining minutes that document the fulfillment of all ACGME-mandated oversight responsibilities.
• Develops and maintains all institutional GME policies (e.g., work hours, supervision, well-being, etc.) and procedures and manages their approval and dissemination.
• Exercises good judgment, discretion, and diplomacy in communications, and serves as essential liaison and consultant concerning GME accreditation and policy issues and processes with internal (e.g., Program Directors, Program Coordinators, Office of General Counsel, Medical Staff office, etc.) and external (e.g., ACGME, Texas Medical Board, NRMP, ERAS, etc.) stakeholders.

2. Accreditation & "Safety Net" Program Support

• Functions as the Institutional Coordinator for ACGME purposes or delegates this role to another member of the central GME office, serving as the "Super User" and technical expert for the Accreditation Data System (ADS), managing all institutional filings and providing intensive support to Program Directors.
• Serves as the Interim Program Coordinator for any residency or fellowship program experiencing staff turnover or extended leave, ensuring that recruitment, evaluation, and accreditation cycles are not interrupted.
• Leads the institution and individual programs through ACGME Site Visits and internal reviews, preparing all necessary documentation and resources.
• Oversees the execution and tracking of Program Letters of Agreement (PLAs) and Master Affiliation Agreements.
• Oversees faculty scholarly activity requirements through the GME programs to ensure faculty are meeting these requirements; assists in the development of scholarly activity opportunities through faculty development, grand rounds, research symposiums, etc.
  
• Works collaboratively with program stakeholders to ensure timely and appropriate completion of new program applications, Annual Program Evaluations and Action Plans, annual ACGME updates, ACGME Resident and Faculty Surveys, Milestone evaluation reports, etc.
  
• Works collaboratively with program personnel to coordinate and track program-level accreditation activities, including Program Site Visits, Program Self-studies, and Internal and/or Special Reviews.

3. GME Financial Management & Data Integrity

• IRIS Reporting: Responsible for the accuracy of the Intern and Resident Information System (IRIS) report, ensuring precise data collection for CMS GME reimbursement.
• Grant Oversight: Manages and tracks all GME-related grant funds, ensuring compliance with grantor requirements and proper allocation of funds.
• Budgeting: Develops and manages the central GME operating budget and institutional GME credit card; oversees all resident expenditures including CME/travel, professional memberships, recruitment, etc.
• Collaborates with Finance/Reimbursement to audit trainee schedules for CMS reimbursement accuracy.
• Conducts the Annual Institutional Review (AIR) by analyzing survey data and institutional trends to design required improvement initiatives.

4. Resident Lifecycle & Visa Operations

• J-1 Visa Management: Serves as the primary liaison for the ECFMG Exchange Visitor Network (EVN); manages complex legal documentation for J-1 visa trainees.
• Systems Management: Oversees institutional use of ERAS, NRMP, Thalamus, Residency Management Systems (e.g., New Innovations), etc., providing training and troubleshooting for all programs as necessary; ensures maintenance of excellent records of all GME activities.
• Onboarding & Orientation: Leads the institutional orientation and onboarding process, coordinating with HR, IT, EPIC, Employee Health, Marketing, Medical Staff Services, Staff Education, Residency Programs, etc.; manages the AMA GME competency modules; oversees Physician-In-Training (PIT) permits, TX licenses, resident contracts, etc.
• Well-being: Collaboratively designs and implements institutional initiatives to address resident and faculty well-being.
• Graduation: Oversees the institutional graduation process including managing diplomas, certificates, special awards, etc.

5. Departmental Development

• Designs the workflow and hiring plan for the GME Manager and Specialists as the institution’s GME program grows.
• Organizes and leads monthly "Coordinator Council" meetings to mentor and train program-level staff.
• Manages the GME website and creates the GME Quarterly Newsletter to communicate with institutional stakeholders.

• Works with Shannon clinic leaders to ensure optimal operations and ACGME compliance in the residency clinics and clinical rotations
  
• Performs other duties as assigned.

Qualifications

Education

• Required
  • Bachelor’s degree or equivalent combination of education and experience
• Preferred
  • Master’s degree (All considered but preference will be given to MBA, MHA, MPH, M.Ed.)

Experience:

• Required
  • Five (5) years of professional experience in healthcare management or operations, program coordination (UME or GME), business administration, or education administration.
  • Proven experience in a role requiring high-level organization, data integrity, and regulatory/policy compliance.
  • Knowledge of word processing, spreadsheet, and database applications
  • Ability to learn and master complex software systems (ACGME ADS, New Innovations, ERAS, Thalamus, FREIDA, NRMP, ECFMG, IRIS, PDWS, etc.)
  • Excellent verbal and written communication skills; ability to interact effectively with physician leadership and executive C-suite
  • Ability to perform all tasks and job responsibilities safely without injury to self and others in compliance with Shannon guidelines
  • Ability to multi-task and work cooperatively with others
  • Strong leadership and supervisory potential
  • Knowledge and experience with event planning and/or project management
    
• Preferred
  • Two (2)+ years of GME and/or residency program or medical education program coordination experience; ECFMG visa processing, IRIS reporting and/or institutional coordinator experience a plus
  • Experience in a “start-up” or rapidly expanding GME environment
  • Training Administrators for Graduate Medical Education (C-TAGME) certification, or the ability to obtain certification within five (5) years of hire
  • Recent experience with ACGME institutional or program site visits
  • Experience working with learning management systems including New Innovations
  • Knowledge of Shannon Health System operations