Residency Coordinator (Clinical Education Coordinator)

Indiana University (IU) School of Dentistry has been advancing oral health in the state and beyond since 1879, when it was founded as the Indiana Dental College. Over the past 140 years, we've become a national leader in preparing oral health professionals, conducting innovative research, and providing patient-centered care. The Department of Oral and Maxillofacial Surgery and Hospital Dentistry is a multidisciplinary hospital and office-based practice at the IU School of Dentistry and IU Health University Hospital, offering the full scope of oral and maxillofacial surgery specialty care.

About the role

The Residency Coordinator provides administrative and operational support for the Oral and Maxillofacial Surgery (OMS) Residency Program and serves as a key liaison between residents, residency director, faculty, department leadership, Graduate Medical Education (GME), and hospital departments.

Responsibilities

Department-Specific Responsibilities

• Manages resident and faculty call schedules, including assignments, changes, distribution, and schedule uploads to Axium, Lightning Bolt, and MedHub.
• Maintains resident rotation schedules and coordinates departmental conferences, meetings, and educational activities.
• Coordinates resident interviews, orientation, onboarding, evaluations, externships, and offboarding.
• Maintains resident tracking, including licenses, credentials, VA credentials, work hours, coding and ethics requirements, badges, keys, iPads, and other program requirements.
• Completes and maintains required GME reports, residency documentation, and standard operating procedures (SOPs).
• Coordinates OMSITE examination activities and supports Commission on Dental Accreditation (CODA) accreditation requirements.
• Manages Emburse reconciliation, hospitality expenses, and related administrative responsibilities.
• Coordinates resident graduation activities, including certificates and the graduation ceremony.
• Manages I-9 and badge processes and assists with other departmental administrative needs.
• Maintains accurate and confidential residency records and ensures deadlines and compliance requirements are met.
• Provides ongoing administrative support and communication to residents, faculty, leadership, and GME.

General Responsibilities

• Provides administrative support to the department, such as managing calendars, answering phone calls, creating routine and confidential correspondence, drafting reports and presentations, and arranging meetings and conferences.
• Schedules rotations and clinic hours for members. May arrange extracurricular activities.
• Counsels current and incoming residents on administrative issues such as scheduling, rotation requirements, benefits, and leave.
• Coordinates activities related to recruitment, including events, screening, interviewing, reference checks, and orientation for candidates.
• Maintains ongoing documentation with respect to accuracy, confidentiality, and accessibility.
• Implements program improvement projects from initiation to execution.
• Offers recommendations to improve program administration and/or the overall quality of care.
• Participates in the planning and development of academic and clinical requirements to ensure that all accreditation standards are maintained.

Requirements

• High school diploma or equivalent (such as HSED or GED).
• 4 years of experience in administration, office management, or program coordination.
• Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

Skills

• Required:
  • Proficient communication skills.
  • Maintains a high degree of professionalism.
  • Demonstrates time management and priority setting skills.
  • Demonstrates a high commitment to quality.
  • Possesses flexibility to work in a fast paced, dynamic environment.
  • Highly thorough and dependable.
  • Possesses a high degree of initiative.
  • Ability to build strong customer relationships.
  • Ability to effectively operate a computer and other standard office productivity equipment.
  • Involves sedentary work as well as periods of time moving around an office environment and the campus.
• Preferred:
  • Experience in a clinical or academic setting.
  • Strong organizational, communication, and time-management skills.
  • Ability to manage multiple priorities and deadlines with accuracy and confidentiality.
  • Ability to work independently and collaboratively in a fast-paced healthcare environment.

Pay

$24.50 - 25.26 per hour based on experience and internal equity.

Schedule

This is a full-time position, Monday through Friday.

Benefits

• Comprehensive medical and dental insurance.
• Health savings account with generous IU contributions.
• Healthcare and dependent care flexible spending accounts.
• Basic group life insurance paid by IU.
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance.
• Base retirement plan with generous IU contributions, subject to vesting.
• Voluntary supplemental retirement plan options.
• Tuition subsidy for employees and family members taking IU courses.
• 10 paid holidays plus a paid winter break each year.
• Generous paid time off plans.
• Paid leave for new parents and IU-sponsored volunteer events.
• Employee assistance program (EAP).