Program Coordinator

About the role

Supports the program director by performing administrative duties related to planning, directing and coordinating both the academic and operational activities of the program.

Responsibilities

• Resident Recruitment
  • Coordinate the annual resident recruitment process.
  • Maintain ERAS program information and applicant records.
  • Coordinate applicant interviews and recruitment activities.
  • Enter and manage the program rank order list in NRMP.
  • Verify applicant match history and potential NRMP violations.
  • Communicate with applicants throughout the recruitment process.
• Resident Records
  • Maintain accurate resident personnel and program files.
  • Track required resident documents, certifications, evaluations, and training requirements.
  • Maintain confidential resident information.
  • Assist with resident onboarding and completion of required paperwork.
• Scheduling and Rotations
  • Schedule resident rotations, clinics, conferences, and educational activities.
  • Schedule medical student and visiting resident rotations.
  • Review clinic schedules to ensure appropriate resident assignments.
  • Coordinate schedule changes, coverage, vacations, and leave.
  • Communicate schedules and changes to residents and faculty.
• Evaluations and Testing
  • Coordinate resident and medical student evaluations.
  • Track completion of required evaluations.
  • Coordinate resident testing and examinations.
  • Maintain evaluation and testing records.
  • Assist with Clinical Competency Committee activities and documentation.
• Program Data and ACGME Requirements
  • Maintain residency program databases and records.
  • Collect and enter required resident and program information.
  • Assist with ACGME and GME reports and documentation.
  • Track program deadlines and required submissions.
  • Maintain records for accreditation and program reviews.
• Resident Liaison
  • Serve as a primary administrative contact for residents.
  • Respond to resident questions and concerns.
  • Communicate program policies, deadlines, and important information.
  • Coordinate communication between residents, faculty, program leadership, and GME.
• Travel and Financial Support
  • Process resident travel requests and reimbursements.
  • Maintain travel and expense records.
  • Assist residents with travel arrangements and meeting registration.
• Meetings and Training
  • Coordinate residency program meetings and activities.
  • Conduct or coordinate annual resident training and informational meetings.
  • Attend COPICS, resident, rotator, and other program-related meetings.
  • Communicate information from meetings to residents and program leadership.
• Clerical and Administrative Support
  • Provide administrative support to the Program Director and residency leadership.
  • Manage calendars, correspondence, forms, and program documents.
  • Prepare reports, spreadsheets, presentations, and meeting materials.
  • Maintain program contact lists and electronic files.
  • Perform other administrative duties to support the residency program.

Requirements

• High school plus six years experience in related field.
• Additional education may substitute for experience on a year-for-year basis.

Preferred Qualifications

• Knowledge of ACGME/GME residency program requirements.
• Experience coordinating residency programs.
• Knowledge of the ERAS and NRMP processes.
• Experience with scheduling systems and Microsoft Office/Google Workspace.

Benefits

• Health Plans + Supplemental Coverage Options – Individual health insurance provided at no cost for full-time team members
• Paid Time Off – Including holidays, vacation, sick leave and more
• Retirement Plans
• Wellness Programs
• Certified Mother-Friendly Workplace
• Opportunities for personal and professional growth, including lifelong learning programs, recognition programs, and health and wellness initiatives
• Special membership rates at local gyms and golf courses
• Access to state-of-the-art software and facilities
• Discounts on travel, technology, entertainment and more