Education Program Coordinator - Gynecologic Oncology and Reproductive Medicine

The University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. Within the Department of Gynecologic Oncology & Reproductive Medicine, the Education Program Coordinator plays a critical role in supporting residency, fellowship, and trainee programs through coordination of onboarding, scheduling, compliance, and educational program activities. The Education Program Coordinator works closely with faculty, fellows, residents, trainees, and institutional partners to ensure educational experiences are organized, compliant, and efficiently managed.

UT MD Anderson offers a collaborative environment where the Education Program Coordinator serves as a key resource for trainee program administration. The Education Program Coordinator manages complex educational logistics, supports fellowship and resident rotations, and contributes to the success of multiple academic programs while fostering strong connections with faculty and multidisciplinary teams.

The ideal candidate is a detail-oriented professional with experience coordinating educational, residency, fellowship, or trainee programs. Preferred qualifications include Graduate Medical Education experience, familiarity with SharePoint and Concur, and experience with database management, project coordination, and event planning. The successful candidate will demonstrate strong communication skills, the ability to manage multiple projects concurrently, and a collaborative approach to supporting trainees, faculty, and program leadership.

Salary\: Minimum $77,500 - Midpoint $97,000 - Maximum $116,500
The typical work schedule is Hybrid

Why Us?
This position directly supports UT MD Anderson's educational mission by coordinating critical residency and fellowship programs that help develop future healthcare professionals. The role offers opportunities to build expertise in academic medicine, trainee program administration, project coordination, and stakeholder collaboration while working with diverse teams and faculty leaders in a supportive environment that encourages professional growth and work-life balance.
• Employer-paid medical coverage starting day one for employees working 30+ hours/week, plus optional group dental, vision, life, AD&D, and disability insurance. • Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options. • Tuition Assistance Program after six months of service and access to extensive wellness, fitness, and employee resource groups. • Defined-benefit pension through the Teachers Retirement System, voluntary retirement plans, and employer-paid life and reduced salary protection programs.

KEY RESPONSIBILITIES

Coordinates Felix Rutledge Fellowship Rotating Residents’ Appointments
• Works in New Innovations software to ensure resident is entered in a timely manner for processing by Graduate Medical Education (GME).
• Assigns checklists in New Innovations for resident completion.
• Monitors resident onboarding for completion of documents and training.
• Creates, distributes and assembles mandatory ACGME resident evaluations in New Innovations, obtains program director approval, and submits evaluations to resident’s parent program within 15 days after rotation end.
• Ensures Felix Rutledge rotation website page is current and all dates and links are working; works with department’s Publications Coordinator for updates.
• Maintains calendar of all Rutledge resident appointments and adds information to the master call schedule.
• Coordinates apartment housing and/or other living arrangements with apartment manager. Coordinates cleaning schedule with residents and cleaning company.
• Submits request for review of apartment legal agreement and requests purchase orders to cover monthly rent.
• Provides information to Rutledge resident on housing, travel, and other items as requested.
• Schedules department orientation including securing room, sending invitations, and coordinating introduction to fellow.
• Assigns rotation pager and submits requests for replacement if lost/broken.
• Submits badge access and scrub machine access requests.
• Available on the resident’s first day to meet in person, hand out meal tickets, answer questions, etc.
• Serves as administrative contact for resident during their rotation.
• Coordinates weekly Resident Curriculum meeting including assembling the schedule and reviewing with Associate Program Director.
• Schedules entrance and exit meetings with the Program Director.
• Coordinates the faculty mentorship program for rotating residents.
Coordinates the UTMB Core Rotating Residents’ Appointments
• Coordinates the department’s UTMB core residents’ appointments for PGY3 residents from Galveston.
• Maintains on fellowship team’s SharePoint site a spreadsheet of upcoming UTMB residents and the status of appointments; meets regularly with fellowship program manager to review.
• Works in New Innovations software to ensure resident is entered in a timely manner for processing by Graduate Medical Education (GME).
• Assigns checklists in New Innovations for resident completion.
• Monitors resident onboarding for completion of documents and training.
• Creates, distributes and assembles mandatory ACGME resident evaluations in New Innovations, obtains program director approval, and submits evaluations to UTMB program coordinator within 15 days after rotation end.
• Coordinates apartment housing and/or other living arrangements with apartment manager. Coordinates cleaning schedule with residents and cleaning company.
• Schedules department orientation including securing room, sending invitations, and coordinating introduction to fellow
• Assigns rotation pager and submits requests for replacement if lost/broken.
• Submits badge access and scrub machine access requests.
• Available on the resident’s first day to meet in person, hand out meal tickets, answer questions, etc.
• Serves as administrative contact for resident during their rotation.
• Schedules entrance and exit meetings with Program Director.

Fellowship Support

• Cross-trains with and backs up program coordinator in charge of coordinating and onboarding the program’s educational appointments. Fills in when resident rotation program coordinator is unavailable.
• Cross-trains with and backs up program administrator.
• Certify effort for twelve fellows (quarterly).
• Input rotation schedules for all faculty and fellows in New Innovations. Monitoring evaluation schedule to ensure evaluations are distributed in accordance with anticipated rotation matching. Following up with faculty and fellows to ensure evaluation completion meets ACGME compliance standards.
• Assists with gathering information for ABOG and ACGME reporting
• Coordinates the Fellow’s Welcome Party; this includes securing venue, and gifts for the event. Submits purchase order requests for vendor payment.
• Coordinates the Cadaver Labs (1 fall, 1 spring) this includes securing space, sponsor, payment, and coordination with other departments.
• Coordinates yearly department fellowship photo including location, photographer and attending on the day of the photo.
• Schedules quarterly ACGME clinical and research evaluations.
• Supports Admissions Subcommittee process; copies applicant charts for interviewers; facilitates meetings. Arranges catering for meetings.
• Participates in New Incoming Fellow Orientation; prepares Guidelines and Procedures Manual; orients new fellows to institutional travel and curriculum vitae standards.
• Coordinates and schedules fellows’ routine meetings with Department Chair and/or Program Director.
• Composes memos, letters, correspondence, charts, tables, and reports for the Fellowship Program Director and Fellowship Manager concerning the department’s education programs.
• Coordinates lab coat service for fellows; orders yearly coat replacement and follows-up to ensure coats are received.
• Coordinates weekly Didactics lectures
• Makes travel arrangements and processes reimbursements through Concur for fellows.
• Processes and tracks travel allotment expenditure balances, as well as other expenditures related to fellowship program
• Assist with execution of yearly fellowship events\:
o Alumni Return Day
o Research Mentor Day
o Wharton Lecture
o McGregor Manne Lecture
o Fellow Retreat
o Fellow Welcome Party
o Fellow Graduation
o Cadaver Labs (1 fall, 1 spring)
• Assist with fellow’s activities as designated by the fellowship program manager.
• Other duties as assigned

Hem Onc Fellow Rotations

• Coordinates yearly Hem Onc fellow rotations with department
• Serves as main contact and coordinates with other departments for the rotation
• Informs faculty contact and their assistant of dates of rotation and coordinates Hem Onc clinic time with clinic’s APP Supervisor
• Coordinates with faculty contact to update rotation education documents yearly.

Other duties as assigned