What are the responsibilities and job description for the Residency Program Coordinator position at University of the Incarnate Word?
Position Details
Position Information
Position Title Residency Program Coordinator
UIW Mission
University of the Incarnate Word is a Catholic institution that welcomes to its community persons of diverse backgrounds, in the belief that their respectful interaction advances the discovery of truth, mutual understanding, self-realization, and the common good.
Position Summary
The Residency Coordinator is responsible for supporting operations and continued development of a residency and/or fellowship program located in South San Antonio. The Residency Coordinator reports to the Director of Graduate Medical Education.
This position works out of the UIW School of Osteopathic Medicine Office that is located at the Brooks City Base location.
Benefits
UIW has been identified year after year as one of the nation’s Great Colleges to Work For based on employee feedback. UIW offers an outstanding benefits package for full-time employees that includes medical, dental, vision, flexible spending accounts, numerous paid holidays, vacation and sick leave. Tuition benefits include UIW tuition waivers, tuition exchange programs and Brainpower Connection discounts for employees and dependents. Retirement benefits include 403b retirement plans with a 7% employer match, plus a retirement health solution. We also offer employer-paid Life/AD&D, long-term disability, pet insurance, an Employee Assistance Program ( EAP ), wellness programs, employee discount program, Public Service Loan Forgiveness ( PSLF ) eligibility and more! Please refer to the Human Resources webpage for additional details on our benefits and eligibility.
Job Duties
Job Duty Name Description of Job Duties
Description Of Job Duties
Knowledge Skills and Abilities
Bachelor’s Degree. Note that up to two (2) years of additional relevant experience will be considered in lieu of up totwo (2) years of education.
Required Work Experience
Two (2) years of experience providing extensive administrative support in a complex office setting.
Preferred Qualifications
Must have a valid drivers license, driving record that is insurable by UIW insurance carrier, and be at least 21 years of age, as required to drive for UIW .
Work Hours
Monday through Friday 8am to 5pm with extended hours as needed, especially in the planning and execution of events, to meet departmental goals.
Physical Demands
Posting Details
Posting Number AS2167PO
Number of Vacancies 1
Job Type Full Time
Job Category Administrator (exempt)
Desired Start Date 09/01/2025
Position End Date (if temporary)
Reports to Brenda Trevino
Salary $48,000-$52,000 Annualized
Open Date 08/04/2025
Close Date
Open Until Filled Yes
Special Instructions to Applicant
This position works out of the UIW School of Osteopathic Medicine Office that is located at the Brooks City Base location.
EOE
UIW is committed to a policy of equal opportunity in employment, without regard to race, color, sex, sexual orientation, citizenship status, national origin, age, marital status, disability, genetic information, gender identity or expression, veteran status, pregnancy, and religion (except in limited circumstances when religious preference is both permitted by law and deemed appropriate as a matter of University policy).
Title IX
This position is considered a “Responsible Employee” under Title IX federal regulations and “Mandatory Reporter” under Texas state law and the UIW Sexual Misconduct Policy. As a Mandatory Reporter, this position requires you as the employee to promptly report any incident that you witness or receive information about Title IX violations. These reporting responsibilities are set out in the UIW Sexual Misconduct Policy.
Position Information
Position Title Residency Program Coordinator
UIW Mission
University of the Incarnate Word is a Catholic institution that welcomes to its community persons of diverse backgrounds, in the belief that their respectful interaction advances the discovery of truth, mutual understanding, self-realization, and the common good.
Position Summary
The Residency Coordinator is responsible for supporting operations and continued development of a residency and/or fellowship program located in South San Antonio. The Residency Coordinator reports to the Director of Graduate Medical Education.
This position works out of the UIW School of Osteopathic Medicine Office that is located at the Brooks City Base location.
Benefits
UIW has been identified year after year as one of the nation’s Great Colleges to Work For based on employee feedback. UIW offers an outstanding benefits package for full-time employees that includes medical, dental, vision, flexible spending accounts, numerous paid holidays, vacation and sick leave. Tuition benefits include UIW tuition waivers, tuition exchange programs and Brainpower Connection discounts for employees and dependents. Retirement benefits include 403b retirement plans with a 7% employer match, plus a retirement health solution. We also offer employer-paid Life/AD&D, long-term disability, pet insurance, an Employee Assistance Program ( EAP ), wellness programs, employee discount program, Public Service Loan Forgiveness ( PSLF ) eligibility and more! Please refer to the Human Resources webpage for additional details on our benefits and eligibility.
Job Duties
Job Duty Name Description of Job Duties
Description Of Job Duties
- Assist leadership and faculty with calendaring, forms, financial processes, and communication.
- Serve as a point of contact for residents and faculty with questions, problems, issues, or concerns pertaining to the program.
- Coordinate interview process to include collating/disseminating applications, arranging interviews and travel as needed, securing interview location and disseminating respective schedules.
- Document activities using residency management software and online information databases.
- Create and analyze reports.
- Assist with tracking finances and residency budget.
- Maintain confidential personnel matters and materials for the residency program.
- Assist in website content development and update as necessary.
- Develop promotional and recruitment materials for the residency program.
- Maintain personnel files for residents/fellows.
- Develop and implement a program, on a continual basis, to welcome, transition, and onboard all new residents and fellows.
- Prepare contracts for new residents, fellows, faculty, and adjunct services.
- Coordinate with the incoming residents/fellows to verify previous training and obtain licenses and certificates necessary to practice medicine in Texas.
- Assist in the coordination of graduation activities and events.
- Support wide array of activities for the graduate medical education program, including scheduling reminders (i.e., journal club, lectures, upcoming events, meetings, and ACGME deadlines), participate in the Clinical Competency Committee and Program Evaluation Committee, and assist with preparation of the annual program evaluation and ACGME ADS Annual Update.
- May travel to other UIW offices, hospitals, and off-campus sites to attend meetings, conferences, workshops, seminars, etc.
- Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, record and transcribe meeting minutes.
- Order and maintain supplies and arrange for equipment maintenance.
- Perform other duties as assigned.
Knowledge Skills and Abilities
- Advanced skills in Microsoft Word, Excel, PowerPoint and Outlook or equivalent.
- Excellent communication and interpersonal skills (i.e. active listening, teamwork, dependability, flexibility, patience).
- Strong attention to detail.
- Strong events planning skills.
- Proficient budget skills.
- Ability to effectively multitask and anticipate needs in a fast-paced environment.
- Ability to maintain confidentiality.
- Ability to work effectively with individuals from diverse communities and cultures.
- Employee shall adhere to all applicable rules and regulations of the University, the Conference, and the NCAA .
Bachelor’s Degree. Note that up to two (2) years of additional relevant experience will be considered in lieu of up totwo (2) years of education.
Required Work Experience
Two (2) years of experience providing extensive administrative support in a complex office setting.
Preferred Qualifications
- Experience working with residency management software (New Innovations, MedHub, etc).
- Experience working in graduate medical education.
- Knowledge of CMS funding rules and regulations.
- Experience preparing grant proposals and applications.
Must have a valid drivers license, driving record that is insurable by UIW insurance carrier, and be at least 21 years of age, as required to drive for UIW .
Work Hours
Monday through Friday 8am to 5pm with extended hours as needed, especially in the planning and execution of events, to meet departmental goals.
Physical Demands
- Ability to lift up to 15lbs for table set-up/tear-down at events, as well as carry office supplies.
- Ability to reach overhead, bend, squat to retrieve office/events materials.
- Ability to push/pull event carts holding up to 50 lbs.
- Ability to actively engage in events for extended periods of time.
- Ability to regularly move about campus and event venues to actively engage faculty, staff, and potential/current residents, as well as attend meetings on and off campus.
Posting Details
Posting Number AS2167PO
Number of Vacancies 1
Job Type Full Time
Job Category Administrator (exempt)
Desired Start Date 09/01/2025
Position End Date (if temporary)
Reports to Brenda Trevino
Salary $48,000-$52,000 Annualized
Open Date 08/04/2025
Close Date
Open Until Filled Yes
Special Instructions to Applicant
This position works out of the UIW School of Osteopathic Medicine Office that is located at the Brooks City Base location.
EOE
UIW is committed to a policy of equal opportunity in employment, without regard to race, color, sex, sexual orientation, citizenship status, national origin, age, marital status, disability, genetic information, gender identity or expression, veteran status, pregnancy, and religion (except in limited circumstances when religious preference is both permitted by law and deemed appropriate as a matter of University policy).
Title IX
This position is considered a “Responsible Employee” under Title IX federal regulations and “Mandatory Reporter” under Texas state law and the UIW Sexual Misconduct Policy. As a Mandatory Reporter, this position requires you as the employee to promptly report any incident that you witness or receive information about Title IX violations. These reporting responsibilities are set out in the UIW Sexual Misconduct Policy.
Salary : $48,000 - $52,000
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