Job Description
GME Administrative Coordinator The University of Texas at Tyler - 3.7 Tyler, TX Job Details Full-time 2 hours ago Benefits Retirement plan Qualifications Meeting minutes Office activity coordination Financial data reconciliation Business travel arrangements Accreditation standards (regulatory compliance area) Overseeing educational regulatory compliance Event catering coordination Monitoring compliance data 5 years Operations coordination planning Executive administrative support Purchase order management Financial management report preparation Mid-level Invoice payment processing Analysis skills Managing budgets in a finance role Data management Accounting Compliance documentation Financial data management Data interpretation Purchasing Meeting facilitation Variance analysis reporting Educational compliance and regulation understanding Budget management in education Productivity software Office management Managing executive calendars Full Job Description Required Application Materials A single PDF or Word document containing a resume, letter of interest, and a list of the names and contact information for three (3) professional references is required to apply.
Important Instructions:
When prompted to upload your "resume", upload your combined documents as one file. Please do not upload documents to "Cover Letter" or "References". If the required application materials were not uploaded at the "resume" prompt, please withdraw your application, and re-apply to upload your combined documents as one file. Job Summary The GME Administrative Coordinator is responsible for providing comprehensive administrative and operational support to the Graduate Medical Education (GME) department. This position supports the Associate Dean for GME and Professional Development, Assistant Vice President, and Executive Director of Graduate Medical Education by coordinating departmental operations, managing meetings and events, and supporting financial and administrative workflows. This role supports departmental accreditation, reporting, and operational activities, requiring a working knowledge of GME operations and compliance with Accreditation Council for Graduate Medical Education requirements and institutional standards. Key Responsibilities Departmental Administrative Support:
Provide high-level administrative support to GME leadership, including calendar management, scheduling, and coordination of daily operations. Coordinate GME meetings, including preparation of agendas, logistics (venue, virtual platform, AV support), and meeting minutes. Manage GME office operations, including front office coordination, GME inventory, and departmental mailbox. Coordinate travel arrangements for GME leadership and reconcile travel expenses. Assist in planning and execution of GME departmental events such as orientation and graduation, including venue coordination, invitations, catering, materials, and on-site logistics. Process departmental invoices, purchase orders, and track financial transactions. Assist the AVP with processing annual contract renewals. Provide backup support for GME office staff and assist with cross-functional needs. Administration and Accreditation:
Support departmental reporting activities by assisting GME leadership with preparation, organization, and tracking of required documentation and reports. Serve as a liaison between GME and internal stakeholders to support departmental operations and initiatives. Budget and Financial Coordination:
Assist the AVP in tracking and management of the GME departmental budget. Monitor expenditures to ensure alignment with financial objectives. Prepare purchase orders, requisitions, and reconcile departmental accounts. Provide budget variance reports to GME leadership as needed. Database Management and Compliance Tracking:
Support coordination and tracking of departmental compliance activities, including AMA training modules. Prepare and analyze routine compliance reports and communicate deficiencies to leadership as appropriate. Performs other duties as assigned. Required Education/Experience Associate's degree. Five (5) years of related administrative experience required. A combination of education and experience may be considered. Accompanying Knowledge, Skills, Abilities and Competencies Proficient in Microsoft Office suite and database management. Strong organizational and analytical skills with the ability to gather, interpret, and manage data from multiple sources. Working knowledge of GME systems and software applications (to be attained within six (6) months). Fundamental knowledge of accreditation requirements and GME operations. Basic understanding of financial processes, including budgeting and reconciliation. Ability to manage multiple priorities and meet deadlines. Strong interpersonal and communication skills. About The University of Texas at Tyler and UT Tyler Health Science Center The University of Texas at Tyler is part of the prestigious University of Texas System that includes 14 institutions located throughout the state. Founded in 1971, UT Tyler today enrolls 10,000 students and consists of six colleges. Designated an R2 research institution by the Carnegie Classification of Institutions of Higher Education, UT Tyler supports our surrounding region through innovation intended to uplift communities, spearhead sustainability initiatives, preserve ecosystems and support entrepreneurship. UT Tyler has the highest Carnegie classification in East Texas. Providing exceptional patient care, comprehensive education and innovative research, The University of Texas at Tyler Health Science Center and UT Health East Texas combine to serve as the university medical center for Northeast Texas and beyond. For more information, please visit https://www.uttyler.edu/about. Why work for UT Tyler? Find out more:
Why Work for UT Tyler? Additional Information The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. This position has the option to elect the Optional Retirement Program (ORP) instead of TRS, subject to the position being 40 hours per week and at least 135 days in length. This position is security-sensitive and subject to Texas Education Code Section 51.215, which authorizes the employer to obtain criminal history record information. Applicants selected must be able to show proof of eligibility to work in the United States by time of hire. For more information regarding benefits offered by UT Tyler, please visit https://www.uttyler.edu/offices/human-resources/employees/benefits. Clinical Position Requirements Clinical positions require pre-screening through our Occupational Health department, including a drug test. Employees are required to obtain annual influenza vaccines. EEO Statement The University of Texas at Tyler is an Equal Employment Opportunity Employer.
