Preventive Medicine Physician Residency and Internship Coordinator

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.

Employee Benefits:

DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page.

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Functional Title: Preventive Medicine Physician Residency and Internship Coordinator 
Job Title: Program Specialist VI 
Agency: Dept of State Health Services 
Department: Office of Practice & Learning 
Posting Number: 8367 
Closing Date: 09/26/2025 
Posting Audience: Internal and External 
Occupational Category: Education Training and Library 
Salary Group: TEXAS-B-23 
Salary Range: $5,700.00 - $7,000.00 
Pay Frequency: Monthly
Shift: Day 
Additional Shift:  
Telework: Not Eligible for Telework 
Travel: Up to 10% 
Regular/Temporary: Regular 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Exempt 
Facility Location:  
Job Location City: AUSTIN 
Job Location Address: 1100 W 49TH ST (RDM) 
Other Locations:  
MOS Codes: 16GX,60C0,611X,612X,63G0,641X,712X,86M0,86P0,88A0,88B0,8U000,OS,OSS,PERS,YN,YNS 
 
 
 

Brief Job Description:

Come join an exciting and welcoming team helping to build and advance the next generation of public health professionals through playing a key role supporting the DSHS Preventive Medicine and Public Health Physician Residency Program and the DSHS Public Health Internship Program. This position performs advanced program development, coordination, planning, and administrative management of the DSHS Preventive Medicine Residency Program and the DSHS Internship Program. The position requires a comprehensive understanding of Graduate Medical Education accreditation policies, public health policies, and public health workforce needs in Texas. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.

This position will assist with a wide range of programmatic issues including long-term planning, recruiting residents and interns, developing projects, reports and schedules, analyzing administrative workflow, maintaining databases, communicating with residents, faculty, interns and preceptors, developing programmatic activities, and coordinating internal and external program relations. 

Essential Job Functions (EFJs):

Administrative Management (45%)

Provides day-to-day management to all administrative functions within the residency and internship programs.

Residency Program: Assists with the annual review, revision and distribution of program manual, and revision and distribution of the residents’ annual schedules. Produces and distributes monthly reports and rotation schedules. Assists in the coordination of residency events (e.g., retreats, orientation, and graduation). Provides administrative support to the Preventive Medicine Residency Program Director, current residents, and the residency committees (Clinical Competency Committee, Program Evaluation Committee, and Residency Advisory committee). Oversees the scheduling faculty meetings, resident interviews, conferences, lectures, didactic seminars, journal club, resident clinics, rotations, webinars, and self-study activities. Provides administrative support to current residents and visiting residents/medical students to coordinate elective experiences.

Internship Program: Leads application and intern selection process. Coordinates and schedules internship events. Creates and updates templates, marketing materials, website content and other internship handouts. Schedules and coordinates meetings/interviews related to the internship program. Evaluates the program on a regular basis and provides written reports to agency leadership. Develops and updates policies, processes, and procedures related to internships across the agency. Delegates and supervises administrative tasks to OPL staff. Manages internship program budget. Researches and applies for intern funding.

Policy, Credentialing, and Evaluation (15%)

Develops and updates program policies, procedures, and training manuals. Conducts evaluation activities including creating, distributing, and analyzing resident, faculty, and internship surveys. Tracks and monitors resident duty hours, conference attendance, board eligibility, licensure requirements and any other necessary credentialing necessary for residents and faculty. Manages materials for specialty specific training exams and may assist with proctoring of exams. Creates and disseminates reports. Understands and maintains current knowledge of the Accreditation Council for Graduate Medical Education (ACGME) institutional, core and program requirements. Coordinates site reviews for accreditation and quality improvement. May attend ACGME or preventive medicine related conferences. Maintains the internship database for tracking goals and reporting. Develops and updates policies, processes, and procedures related to internships across the agency. 

Recruitment and Outreach (15%)

Performs outreach and marketing, coordinates mentorship and training activities, and provides technical assistance and consultation to stakeholders including DSHS staff, local health departments, academic partners, interns, and residents. Organizes meetings and workgroups, takes detailed minutes, and tracks action items. Meetings include lectures, professional development sessions, informational sessions, and 1:1 meetings. Communicates with internal and external stakeholders verbally and in writing related to meetings and workgroups including emailing potential lecturers and speakers, making calendar invitations, scheduling rooms, sending reminder emails, organizing, and distributing meetings materials, and updating agendas and other documents as appropriate. Assures the integrity and operation of the application cycle including application, interview, ranking, credentialing, and on-boarding/hiring process. Manages the Electronic Residency Application Service (ERAS) database. Schedules and attends recruitment events and develops offer letters.

Information Technology (10%)

Develops and maintains all program, resident, and faculty data. Provides updates to the Accreditation Data System (ADS), American Medication Association Residency and Fellowship Database (FREIDA), Graduate Medical Education Track (GME) Track, National Resident Matching Program (NRMP), Electronic Residency Application Service (ERAS) and Accreditation Council for Graduate Medical Education (ACGME) databases accurately and in a timely manner. Provides technical support for faculty in webinar development, video conferencing and teleconferences. Maintains the Preventive Medicine Residency and Internship mailbox, website, and social media.

Cross-collaboration and Support (10%)

Provide administrative support to programs across the Center for Public Health Policy and Practice, with a focus on workforce pipeline programs. Conduct outreach to promote workforce pipeline programs. Cross train in tasks associated with CPHPP programs and activities to ensure knowledge of center activities. Create marketing materials and provide written and verbal communication to internal and external partners to promote CPHPP activities. Assist in creation and implementation of workforce pipeline programs activities.

Other Duties as Assigned (5%)

Performs other duties as assigned to include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Knowledge, Skills and Abilities (KSAs):

• Knowledge of graduate medical education and public health
• Knowledge of best practices in public health workforce development
• Knowledge of Survey Monkey and similar programs
• Skills in managing/tracking information and data in Excel or other data management tools
• Skills in Microsoft Suite
• Skills in interpersonal communication
• Skills in oral and written communication
• Skills in organization
• Ability to problem solve
• Ability to collaborate with colleagues and work in a team environment
• Ability to handle multiple tasks, competing priorities, and deadlines
• Ability to prepare informative written reports

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

• Bachelor’s degree required. At least three years of related experience in a business, government agency or university/school setting required. Master’s degree preferred. Experience using Microsoft Office Suite required.

Additional Information:

N/A

Active Duty, Military, Reservists, Guardsmen, and Veterans:

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified for this position. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747 or via email at HHSServiceCenter.Applications@ngahrhosting.com.

Salary Information, Pre-employment Checks, and Work Eligibility:

• The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds.
• Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
• DSHS uses E-Verify. You must bring your I-9 documentation with you on your first day of work.  Download the I-9 form