Medical Education Coordinator

About the role

Serve as the administrative representative for the Residency and Fellowship Programs, acting on behalf of program leadership as needed. Manage day-to-day program operations in accordance with institutional policies and accreditation standards (ACGME, ABPMR).

Responsibilities

• Coordinate educational events, conferences, seminars, and workshops, including scheduling facilities, arranging audiovisual support, and overseeing logistics.
• Compose, prepare, and distribute correspondence, reports, agendas, and schedules.
• Maintain comprehensive databases for resident and student records, grades, evaluations, duty hours, and accreditation documentation.
• Assist in maintaining the department budget, managing reimbursements, and paying vendors.
• Manage program accounts, reconcile expenditures, and prepare financial reports as requested by leadership.
• Support preparation of reports for accreditation bodies, internal reviews, and institutional reporting requirements.
• Coordinate with the medical student and residency coordinators and assist with medical student programming as needed.
• Coordinate all aspects of the residency recruitment process, including applicant screening in ERAS, interview scheduling, and post-match communication.
• Oversee onboarding for new residents, including orientation schedules, credentialing documentation, and institutional compliance.
• Act as the point of contact for onboarding paperwork for McGaw Medical Center and Shirley Ryan AbilityLab (SRAlab).
• Facilitate orientation activities and welcome events to ensure smooth transitions into the program.
• Ensure completion of required certifications (e.g., BLS/ACLS) and submission of licensing documentation.
• Track lecture attendance and manage resident and fellow absences, vacations, and conference leave.
• Prepare and distribute electronic course materials; maintain proficiency with current presentation and conferencing technologies for in-person and virtual learning.
• Coordinate external and away rotations, serving as the primary recipient of requests and ensuring completion of required documentation.
• Collaborate with program leadership and external partners to organize division-specific educational activities and events.
• Serve as a liaison between residents, fellows, faculty, and program leadership, maintaining effective communication and responsiveness.
• Address learner concerns professionally and confidentially, connecting them with appropriate resources when needed.
• Assist in compiling grades, evaluations, and assessments.
• Develop and manage systems for collecting and analyzing evaluations of residents, fellows, rotations, and faculty teaching performance.
• Provide evaluation feedback to faculty and assist program leadership with continuous quality improvement efforts.
• Monitor compliance with accreditation requirements, including duty hours, mid-rotation feedback, graded activities, and documentation of clinical encounters.
• Prepare for and coordinate accreditation site visits, including logistics, documentation, and schedules.
• Maintain accurate and timely records for accreditation reporting systems (e.g., WebADS, ERAS, ERMA, ABPMR, ACGME) and ensure readiness for institutional reviews.
• Serve as the primary recipient of requests for external and visiting rotations based on division-specific partnerships and educational agreements.
• Coordinate documentation and communication for fellow and resident rotations at affiliated and external institutions.
• Support resident, fellow, and faculty scholarly activity, including tracking publications, presentations, and academic output.
• Assist in organizing research events, award nominations, and academic recognition initiatives.

Qualifications

• High School Diploma or GED required.
• One to two years of college or other post high school training or equivalent experience.
• Three to five years of experience in a general office environment with gradually increasing responsibility.

Skills

• Proficiency in Microsoft applications: intermediate level skills in the use of Outlook, Word, and Excel; basic level skills in the use of PowerPoint.
• Proficiency in keyboarding skills.
• Application of a variety of moderately complex computer PC software and office equipment (photocopying, fax machine, Dictaphone, calculator, multi-line phone, etc.).
• Communication and interpersonal skills necessary to interact on a daily basis with internal/external customers in various circumstances.
• Advanced organizational skills necessary to efficiently prioritize and complete a variety of tasks.
• Ability to collaborate effectively in a team setting in order to maximize quality and efficiency of operations.

Working Conditions

Normal patient care or office environment with little or no exposure to dust or extreme temperature.