UTHealth Houston is looking for an Administrative Coordinator. This employee provides general administrative, operational, and logistical support for the Graduate Medical Education (GME) Office. This role ensures efficient daily operations, accurate trainee documentation, financial and purchasing compliance, and seamless coordination of onboarding, offboarding, and high‑volume academic cycle activities. Serves as a key operational hub for the GME office, supporting trainees, faculty, leadership, and institutional partners while maintaining regulatory, accreditation, fiscal, and documentation standards across the academic year.

This position will be on-site at our Jesse Jones Library Building. It starts as five days a week in the office, but after training, could move to one or two days remote per business needs. Be aware that parking around this area includes paid options that the employee self-funds, but the facility is on the Metro bus and rail lines, and Park and Ride is always an option.

You should have demonstrated knowledge of administrative and operational support functions in a complex academic, healthcare, or medical education environment. Skill in maintaining accurate records, processing confidential documentation, and supporting compliance-related activities with a high degree of accuracy and discretion. Ability to coordinate onboarding and offboarding processes, manage multiple deadlines, and provide logistical support for meetings, recruitment activities, and annual academic cycle operations. Experience with financial and business processes, including invoice processing, purchasing, reimbursements, deposits, and routine financial record reconciliation, is preferred. Proficiency in systems such as New Innovations and institutional financial management systems is desirable. Strong organizational, communication, and customer service skills with the ability to support diverse stakeholders and maintain efficient office operations.

This is a chance to join a mission-driven institutional GME office that helps welcome and launch the physicians of tomorrow. This role provides essential operational, documentation, and compliance support-from onboarding to graduation-while partnering with faculty leaders and contributing to program accreditation efforts. Ideal for someone who enjoys detail-driven work that strengthens the foundation of academic medicine.

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

Once you join us, you won't want to leave. 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 equate 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' well-being 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 Key Accountabilities:

Provide day ‑ to ‑ day administrative support for GME office operations, including shared communications (mail, fax, etc.), supplies, and departmental equipment leases.

Maintain accurate trainee records and documentation in New Innovations (NI), including lab results, immunizations, provider IDs, malpractice/PLI certificates, and training verifications. Regularly handles confidential information.

Primary support for administrative onboarding and offboarding processes, including, but not limited to, health clearance documentation, badge and parking coordination, lab coat orders, annual AMA GME module enrollment updates, and training certificate distribution.

Coordinate compliance activities, including annual flu shot compliance tracking and reporting, duty hour report generation, and individual trainee duty hour corrections.

Processes and monitors invoices, travel, purchasing, reimbursements, deposits, and payment collections in accordance with institutional and vendor requirements. Monitors open encumbrances and expenditures to ensure financial and business records are up to date.

Assigned routine budget and financial responsibilities by leadership. Maintains and reconciles financial records/reports. FMS training with a passing score is required.

Provide logistical and administrative support for GME meetings and institutional recruitment events.

Assist new NST programs in setting up a base evaluation structure as outlined by recognition requirements.

Other duties as assigned.

Certification/Skills:

Working knowledge of standard Office Software such as Word, Excel, PowerPoint, and Outlook is required. Working knowledge of University financial systems is preferred.

Minimum Education:

A bachelor's degree or higher in a business-related field is required. An equivalent level of education and/or experience may substitute for the education requirement.

Minimum Experience:

One (1) year of related work experience required. Prior experience in finance, accounting, business administration, or business management required.

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 position is a security-sensitive position pursuant to Texas Education Code §51.215 and Texas Government Code §411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code §117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether factors such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from maintaining the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R. §791.4.

Veteran Information:

Military occupations that relate to the initial selection criteria and registration or licensure requirements for this position may include but are not limited to: 001810, 2615, 0101, 018, 68G, 70A, 70B, 70E, 3F561.

For a complete list, please visit www.uthealth-veterans.jobs .

Residency Requirement:

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