Sr Trainee Affairs Coord

Sr. Trainee Affairs Coordinator

At Houston Methodist, the Sr. Trainee Affairs Coordinator is responsible for working closely with the training and education initiatives for the Houston Methodist Academic Institute (HMAI) under the supervision of the Director of Educational Partnerships. The Sr. Trainee Affairs Coordinator position provides direction, as well as works directly with the postdocs, residents, medical students, graduate students, undergraduate students, and high school students that are doing laboratory research under the mentorship/supervision of an independent scientist within the Research Institute.

Houston Methodist Standard

PATIENT AGE GROUP(S) AND POPULATION(S) SERVED

Refer to departmental "Scope of Service" and "Provision of Care" plans, as applicable, for description of primary age groups and populations served by this job for the respective HM entity.

HOUSTON METHODIST EXPERIENCE EXPECTATIONS

• Provide personalized care and service by consistently demonstrating our I CARE values:
• INTEGRITY: We are honest and ethical in all we say and do.
• COMPASSION: We embrace the whole person including emotional, ethical, physical, and spiritual needs.
• ACCOUNTABILITY: We hold ourselves accountable for all our actions.
• RESPECT: We treat every individual as a person of worth, dignity, and value.
• EXCELLENCE: We strive to be the best at what we do and a model for others to emulate.
• Practices the Caring and Serving Model
• Delivers personalized service using HM Service Standards
• Provides for exceptional patient/customer experiences by following our Standards of Practice of always using Positive Language (AIDET, Managing Up, Key Words)
• Intentionally collaborates with other healthcare professionals involved in patients/customers or employees' experiential journeys to ensure strong communication, ease of access to information, and a seamless experience
• Involves patients (customers) in shift/handoff reports by enabling their participation in their plan of care as applicable to the given job
• Actively supports the organization's vision, fulfills the mission and abides by the I CARE values

Responsibilities

PEOPLE ESSENTIAL FUNCTIONS

• Oversees and directs the training initiatives for the Houston Methodist Institute of Academic Medicine trainees to facilitate all aspects of their research education endeavors which may include some public relations and/or efforts to improve the current services available for the trainees.
• Manages the Methodist Academy Postdoc and Trainee Association (MAPTA) and administrative management of faculty oversight committee. Serve as liaison to Education Administration, Faculty and other affiliated personnel.
• Works directly with joint-program trainees, Texas A&M Health Science Center medical students, and other institutional partnerships on various aspects of support for training, development, and professional support.
• Recommends initiatives to improve department scores for employee engagement on department scorecard.

SERVICE ESSENTIAL FUNCTIONS

• Leads Individual Development Plan Project Committee in implementing institution-wide development practices. Serves on management committee for all HMRI events as it pertains to community STEM education and organizational intercultural initiatives.
• Establishes external relationships with organizations who support postdoctoral and graduate fellows while maintaining optimum communications with trainees, to facilitate appropriate management of trainee experiences. Implements Alumni Relation initiatives through newly deployed Alumni Portal.
• Manages the collection, tracking, and reporting of evaluations and grades for joint programs using an on-line database and directs orientation of upcoming individual development plan and OrcID participants. Instructs students as necessary.

QUALITY/SAFETY ESSENTIAL FUNCTIONS

• Oversees all programming and coordination of activities that are required to comply with institutional and program requirements of the Office of Graduate Studies and Trainee Affairs joint programs (to include management of development as it pertains to NIH & NSF grant requirements, orientation, evaluation & assessment, and quality development standards.
• Ensures compliance with research students' handbook guidelines and expectations, thoroughly understanding Office of Graduate Studies and Trainee Affairs joint programs policies and procedures.
• Compiles and assesses trainee data metrics for satisfaction and development for implementing new processes. Maintains and manages relationship with current and past trainees for alumni relations and metrics.
• Creates content for Office of Graduate Studies and Trainee Affairs website, brochure, and annual report. Produces handbook that consists of Office of Graduate Studies and Trainee Affairs (OGSTA) development tools & metrics, Institute of Academic Medicine resources, and funding opportunities focused on trainee development/fellowship.

FINANCE ESSENTIAL FUNCTIONS

• Manages department budget to ensure staying on track of fiscal accounts and pay invoices for use of departmental expenditures.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

• Generates and communicates new ideas and suggestions that improve quality and/or service of education programs.
• Facilitates and produces community outreach initiatives including tours and special training events and identifies unique and creative ways to assure accessibility and availability of research education programs to clinical trainees via seminars, workshops, etc.
• Identifies and assumes responsibility of own learning needs and seeks continuing education opportunities to meet those needs. Completes and updates the individual development plan (IDP) on an on-going basis. Ensures own career discussions occur with appropriate management.

This job description is not intended to be all-inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.

Qualifications

EDUCATION

• Bachelor's Degree required
• Master's degree or equivalent experience in an academic medical center preferred.

WORK EXPERIENCE

• Three years' experience in healthcare delivery or academic setting.
• Experience in a health science center or higher education setting preferred.

License/Certification

LICENSES AND CERTIFICATIONS - REQUIRED

• N/A

KSA/ Supplemental Data

KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations
• Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security
• Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles
• Ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment
• Exhibits attention to detail and critical thinking skills
• Possesses excellent organizational skills
• Demonstrates ability to work alone and with a team
• Use of personal computer and related software (such as Microsoft, Excel and PowerPoint, Access, Outlook and Publisher

SUPPLEMENTAL REQUIREMENTS

WORK ATTIRE

• Uniform No
• Scrubs No
• Business professional Yes
• Other (department approved) No

ON-CALL*

*Note that employees may be required to be on-call during emergencies (ie. DIsaster, Severe Weather Events, etc) regardless of selection below.

• On Call* No

TRAVEL**

**Travel specifications may vary by department**

• May require travel within the Houston Metropolitan area Yes
• May require travel outside Houston Metropolitan area Yes

Company Profile

Houston Methodist Academic Institute (formerly the Houston Methodist Research Institute) was formed in 2004 to rapidly and efficiently translate discoveries made in the laboratory and the clinic into new diagnostics, therapies,