Program Manager

Job Title
Program Manager

Agency
Texas A&M University Health Science Center

Department
Aerospace Medicine

Proposed Minimum Salary
Commensurate

Job Location
Bryan, Texas

Job Type
Staff

Job Description

The Program Manager provides comprehensive operational and administrative management and accreditation support for the Texas A&M Naresh K. Vashisht College of Medicine ACGME Aerospace Medicine Residency Program. The Program Manager, under direction, plans, organizes, directs, and manages day-to-day activities, developing and implementing procedures for the administration of the program. Is responsible for overseeing and managing the initial and future planning of activities. The position supports both the Aerospace Medicine Residency Program and the Military and Austere Medicine Program, with primary responsibility for residency administration and substantial responsibility for the operational management of Military and Austere Medicine activities, including courses, field training exercises, certifications, equipment, and institutional partnerships.

What you need to know

Salary Range: $82,000 - $85,000 annual

Please note: A cover letter and resume are strongly recommended and will help in our review.

Travel: Ability to travel independently to other and/or remote locations by driving and/or flying on commercial airlines.

Schedule: This position may require work beyond normal office hours and/or work on weekends

Responsibilities:

Program Management and Administration

• Plans, organizes, directs, and manages day-to-day activities for the program.
• Develops and implements procedures for the administration of the program.
• Assists in developing strategic plans and goals to support the program.
• Assists with the development and production of materials designed for the program.
• Direct the daily administrative operations of the Aerospace Medicine Residency Program.
• Coordinate resident educational activities across multiple affiliated clinical and operational training sites. Serve as the primary administrative liaison among the residency program and external training partners, including military, federal, academic, healthcare, and commercial aerospace organizations.
• Maintain confidential resident records and educational documentation.
• Incident documentation. Document training-related incidents, injuries, near-misses, and safety concerns, and route documentation to program leadership and institutional offices as required.
• Cancellation and contingency planning. Coordinate cancellation, rescheduling, and contingency plans for courses and field exercises, including participant notification, refund or re-enrollment processing, and rebooking of facilities, instructors, and equipment.
• Program assessment. Collect participant evaluations, track training outcomes, document lessons learned, and support after-action reports and continuous program improvement.
• Operational continuity. Maintain master calendars, project trackers, written standard operating procedures, contact lists, and continuity documentation so that courses and exercises can proceed without dependence on any single individual.
• Annual Military Medical Day. Plan, coordinate, and manage event logistics for the annual Military Medical Day, an all-day continuing medical education (CME) event with external speakers, military recruiters, and sponsors; coordinate required CME documentation with the responsible institutional office.
• Military Medical Distinction program. Maintain program requirements and participant records, track participant progress, and communicate outstanding requirements to participants and program leadership.
• Leadership coordination. Participate in planning and coordination meetings with the Director of Military and Austere Medicine at least weekly and more frequently as needed, and with other designated program leadership as required.

Military and Austere Medicine Program Management

• Course and exercise lifecycle management. Manage the full lifecycle of courses and field exercises, including planning timelines, instructor availability, enrollment and prerequisites, facility reservations, participant communications, on-site execution support, completion records, and after-action follow-up.
• Instructor management. Confirm faculty and adjunct instructor commitments; coordinate review of credentials and maintain credential files; track instructor certifications and renewal dates; arrange compensation, travel, and reimbursement; and coordinate instructor contingency plans with program leadership.
• Risk, insurance, and site readiness. Coordinate liability review, participant waivers, emergency action plans, on-site medical coverage, insurance verification, site-use agreements, transportation plans, and weather and safety contingencies for field exercises, in coordination with institutional risk management. Conduct site-readiness planning and pre-event site coordination for field training locations. Coordinate meals, drinking water, and other field support supplies as required.
• Participant accountability. Maintain participant rosters, check-in/check-out procedures, and accountability tracking during field exercises and off-site training events.
• Training certifications and prerequisites. Track participant certifications, learner prerequisites, continuing education documentation, and issuance of cards and certificates; maintain required documentation and track adherence to applicable certifying-body standards for TCCC and similar programs, escalating discrepancies to program leadership.

Staff Supervision and Development

• Supervises program support staff and student assistants.
• Develops and conducts programs including leadership training, conferences, seminars, and workshops.
• Manage resident recruitment activities, including ERAS application processing, NRMP Match participation, interview scheduling and logistics, applicant communications, and rank meeting support.
• Coordinate resident credentialing, licensure, certification, and onboarding requirements across all participating training sites, including military, federal, and commercial partners.
• Support development, routing, tracking, and renewal of program letters of agreement and participating-site agreements with affiliated training sites.
• Develop and maintain annual educational calendars, rotation schedules, conference schedules, call schedules, and special operational training experiences.
• Schedule didactic conferences, simulation activities, journal clubs, board review sessions, and multidisciplinary educational conferences.
• Coordinate onboarding, orientation, graduation, and transition activities for residents and faculty.

Budget and Financial Coordination

• Assists with yearly budgetary and contract processes.
• Prepares vouchers, purchase orders, and requisitions.
• Coordinates with accounting personnel and other support staff.
• Assist in managing program budgets and educational expenditures.
• Coordinate travel arrangements for residents attending conferences, operational rotations, research activities, and educational experiences.
• Equipment accountability and procurement. Maintain accountability for training equipment and supplies, including inventory control, readiness checks, consumable replacement, storage, transportation, maintenance, cleaning, and post-event reconciliation. Coordinate vendor relationships, procurement requests, and purchasing in accordance with institutional policies.
• Agreement and partner administration. Support development, routing, tracking, and renewal of MOUs, affiliation agreements, training agreements, facility-use agreements, and scopes of work with military units, hospitals, governmental agencies, and external training organizations.
• Financial administration. Track program budgets, expenditures, course fees, and reimbursements in coordination with departmental financial staff.
• Program travel and representation. Travel occasionally within and outside Texas to support recruitment, partnerships, and program activities, accompanying program leadership or representing the program independently as designated. Prepare and reconcile travel documentation using the institutional travel accounting system.
• Purchasing-card administration. Manage authorized institutional purchasing-card transactions, maintain supporting documentation, and complete reconciliation in accordance with institutional policies.

Communication and Collaboration

• Maintains and develops communications between partners by attending meetings and conference calls.
• Coordinate resident, faculty, rotation, and program evaluations using institutional educational management systems.
• Coordinate the Clinical Competency Committee (CCC), Program Evaluation Committee (PEC), and other GME committees, including scheduling, agenda preparation, documentation, meeting minutes, and follow-up on action items.
• Maintain records of faculty-assessed milestone progression, procedural experiences, scholarly activity, and completion of board eligibility and graduation requirements; flag outstanding items for program leadership review.
• Coordinate annual program evaluation and continuous quality improvement activities.
• Communications and recruitment. Prepare course announcements, participant communications, waitlist management, and marketing materials; coordinate outreach to internal and external audiences.

Accreditation and Regulatory Compliance

• Coordinate accreditation compliance activities, maintain required documentation, track deadlines, and escalate deficiencies to the Program Director.
• Maintain and update the ACGME Accreditation Data System (ADS), including Annual Program Updates, faculty rosters, block diagrams, and program characteristics.
• Prepare and maintain documentation for accreditation reviews, Self-Study activities, and site visits.
• Track documentation and completion of resident educational requirements, duty hours, milestone reporting, evaluations, scholarly activity, and required clinical experiences; report missing or overdue items to program leadership.
• Other duties as assigned

Qualifications:

Required Education and Experience

• Bachelor's degree or equivalent combination of education and experience.
• Five years of related experience.

Preferred Qualifications:

• Five or more years of progressively responsible administrative experience, preferably in graduate medical education.
• Experience coordinating an ACGME-accredited residency or fellowship program.
• Experience managing military, operational, tactical, or field-based medical education or training programs, including certification courses such as TCCC.
• Knowledge of ACGME accreditation standards, graduate medical education administration, and residency management systems.
• Familiarity with military organizational structures, protocols, and operational training environments.
• Prior military healthcare service or relevant military medical program administration experience in any branch, including service as a senior noncommissioned officer or commissioned healthcare officer.
• Ability to learn and apply graduate medical education administrative processes and accreditation requirements; prior knowledge is preferred.
• Exceptional project management and organizational abilities, including management of multi-phase training events from planning through after-action review.
• Ability to coordinate complex educational activities involving multiple institutions and geographically dispersed training sites, including field-based and operational training environments.
• Ability to interpret and apply institutional policies, accreditation requirements, and risk management procedures relevant to educational programs and field-based training, in coordination with designated subject-matter experts.
• Ability to exercise independent judgment while managing competing priorities and strict regulatory deadlines.
• Demonstrated ability to establish productive working relationships with governmental agencies, military organizations, academic institutions, healthcare systems, and commercial industry partners.
• High level of professionalism, discretion, diplomacy, and confidentiality.
• Proficiency with Microsoft Office applications and collaborative technology platforms, and ability to learn institutional educational management systems.

Knowledge, Skills, and Abilities

• Excellent verbal and written skills.
• Ability to multitask and work cooperatively with others.

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration. Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you. Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes.

• Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts, and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums

• 12-15 days of annual paid holidays

• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month

• Automatic enr