Medical Education Operation Specialist

Medical Education Operation Specialist

• Work location:
  
  Texas Health Resources
• Core
  
  Work hours:
  
  Monday - Friday; 8:00a-5:00p;
  Remote Opportunity with some on site required

The Medical Education Operation Specialist provides system-level oversight of financial, operational, and administrative activities supporting Medical Education (ME) to include the Department of Continuing Education, Department of Graduate Medical Education, THR Medical Library, and THR Audio/Visual Services, and other departments as may be assigned to the THR Chief Academic Officer. This role ensures accurate and timely management of resident and faculty reimbursements, teaching payments, contracts, affiliation agreements, invoicing, cost reporting, and analytics across multiple training sites.

The position exercises considerable autonomy and represents the Department of ME among internal and external stakeholders, including finance, legal, THR facility executive leaders, affiliated organizations, academic departments, faculty, physician leaders, and affiliated hospitals.

The Medical Education Operation Specialist has the following duties and responsibilities:

Manage end-to-end processing of resident physician and faculty reimbursements, ensuring compliance with institutional, state, and federal guidelines.

Administer faculty teaching payments utilizing platforms such as Dyna Fios and People Soft, ensuring alignment with teaching activity documentation and approval workflows.

Submit, track, and reconcile invoices related to educational activities, affiliated organizations, subscriptions, services, faculty compensation, and program expenses.

Monitor GME financial policies, track expenditures against approved budgets, and prepare system-level financial summaries for leadership review.

Coordinate with GME Institutional and program administration to develop, refresh and ensure compliance with rotation schedules.

Establish a rhythm for and conduct regular audit for cost reporting compared to GME program rotation schedules.

Collaborate with THR System Services and facility personnel to ensure accurate/timely submission of GME related information required for cost reports.

Develop and maintain system-level financial dashboards and standardized reports to monitor GME expenditures, faculty teaching payments, resident reimbursements, and program-related costs across all training sites.

Analyze trends in teaching effort, compensation utilization, reimbursement volume, and invoicing activity to identify variances, financial risk, and opportunities for process improvement.

Prepare recurring and ad hoc financial and operational reports for ME leadership, including budget-to-actual analyses, forecasting, and executive-level summaries to support strategic decision-making.

Track, validate, and reconcile data across multiple systems (e.g., Dyna Fios, People Soft and Icertis) to ensure data accuracy, consistency, and audit readiness.

Establish standardized reporting metrics, definitions, and documentation to promote consistency across departments, programs, and affiliated institutions.

Support accreditation reviews, internal audits, and external financial reviews by producing detailed analytics, reconciliations, and supporting documentation related to ME financial activity.

Monitor key performance indicators (KPIs) related to payment timeliness, contract execution, invoice processing, and compliance, escalating trends or anomalies to leadership as appropriate.

Collaborate with finance, IT, and ME stakeholders to improve data integrity, reporting automation, and system optimization to enhance efficiency and reduce manual processes.

Submit and manage faculty teaching agreement requests, affiliation agreements, and subscription contracts, ensuring timely execution, appropriate routing through legal and contract management systems, and accurate documentation of service performance.

Coordinate contract renewals, maintain agreement databases, and ensure compliance with accreditation, auditing, and institutional requirements.

Serve as a system-level representative of the ME Office in meetings with academic departments, finance teams, HR, legal, affiliated hospitals, and external partners.

Develop and implement standardized financial and administrative practices across training sites to support consistency, transparency, and regulatory compliance.

Provide training and guidance to program administrators and site managers on reimbursement processes, payment workflows, reporting expectations, and financial policies.

Support special operational initiatives, system audits, and GME financial planning projects as assigned.

Individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individual with disabilities to perform the…