Medical Education Operation Specialist

Medical Education Operation Specialist

Job Description / Duties

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:

Financial Operations and Oversight:

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 DynaFios and PeopleSoft, 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.

Analytics and Reporting:

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., DynaFios, PeopleSoft 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.

Contracts, Agreements and Compliance:

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.

Operational Leadership and Stakeholder Engagement 

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.

Qualifications / Required Skills

Professional Experience/Qualifications:

Individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions. This role requires the ability to solve problems, think outside-the-box, and be resourceful; must be result-oriented, a quick learner and self-starter. The requirements listed below are representative of the knowledge, skill, and/or ability required to build THR’s culture for action.

Education

Bachelor’s Degree Finance, Accounting, Health Administration, Business Administration, or a related field Required

Master’s Degree Master’s degree (MHA, MBA, MPH) or equivalent advanced education Preferred

Experience

Required-

5 Years of progressive experience in operations, finance, healthcare finance, GME administration, or academic operations, including reimbursement processing, invoicing, and budget monitoring 

Preferred-

7 Years of experience in operations and/or finance responsibility at multi-site or system-level. 

-Direct experience supporting Graduate Medical Education and Medical Education programs and/or services in an academic medical center or teaching health system.

-Experience working with provider compensation, faculty teaching payments, or time-and-effort reporting systems (e.g., PeopleSoft) 

Skills

Financial & Analytical Expertise

Strong knowledge of healthcare financial operations, including budgeting, forecasting, reconciliation, and variance analysis.

Demonstrated ability to translate complex financial data into actionable insights for leadership.

Analytics & Reporting:

Advanced proficiency in developing dashboards, reports, and KPIs to support executive decision-making, audit readiness, and operational performance.

High attention to data integrity, standardization, and documentation across systems.

Compliance & Risk Management

Working knowledge of GME regulatory, accreditation, and audit requirements.

Ability to identify compliance risks and proactively implement controls and corrective actions.

Systems & Technology

Proficiency with enterprise financial and HR systems (e.g., PeopleSoft) and provider compensation platforms.

Advanced Excel skills and comfort working across multiple data sources.

Leadership & Communication

Strong interpersonal and communication skills with the ability to influence and collaborate across clinical, academic, and administrative stakeholders.

Demonstrated ability to lead process improvement initiatives and provide training and guidance to decentralized teams.

Employer Profile

Why Texas Health? 

At Texas Health Resources, our mission is “to improve the health of the people in the communities we serve”.

As part of the Texas Health family and its 28,000+ employees, we’re one of the largest employers in the Dallas Fort Worth area. Our career growth and professional development opportunities are top-notch, and our benefits are equally outstanding. Come be a part of our exceptional team as we improve the health of the people in our communities every day. You belong here.

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