Residency Program Administrator

About the role

This position manages the day-to-day operations of the program and serves as a key liaison with learners, faculty, other staff members, and the ACGME. Recognized as program coordinators by the ACGME, individuals in this role are critical members of the leadership team, contributing to the success of the program through leadership and personnel management. Program coordinators develop unique knowledge of ACGME and Program Requirements, policies, and procedures, assisting the program director in accreditation efforts, educational programming, and resident support.

We are hiring two Residency Program Administrator positions: one for the North Memorial Family Medicine Residency Program and one for the St. John's Family Medicine Residency Program. The successful candidates will provide direction, leadership, and day-to-day management of educational services for medical residents and fellows. They will serve as the operational link between the Department’s education administration, attending physicians, fellows, residents, medical students, and institutional and regulatory administrative offices.

The Program Administrator will organize the residency programs, serve as the first point of contact, and demonstrate initiative, resourcefulness, and problem-solving skills. They will apply detailed knowledge of responsibilities, functions, and the management structure of the department and institution to prioritize work, establish procedures, and ensure timely workflow in a fast-paced environment managing multiple priorities.

Responsibilities

• Program Accreditation Management (35%):
  • Manage high-stakes accreditation self-study submissions and site visits.
  • Recommend enhancements to drive accreditation preparedness, understanding organizational impact on programs.
  • Propose and implement initiatives to address areas for improvement and citations.
  • Ensure residents and faculty are prepared to respond to ACGME annual surveys.
  • Work with the program director, faculty leaders, and trainees to develop and execute plans addressing survey findings.
  • Manage the Clinical Competence Committee (CCC) evaluation system for trainees, faculty, and rotations, amending evaluations to reflect ACGME requirements.
  • Develop and execute an approach to submit milestone reports to the ACGME.
  • Oversee the Program Evaluation Committee, developing action plans to meet annual program evaluation goals.
  • Monitor Program Agreements to ensure validity, initiate contract renewals, and manage domestic and international processes, including negotiation and relationship management.
  • Plan, coordinate, and manage program components through the Residency Management Suite (RMS), including evaluations, personnel data, portfolios, and procedure logging.
  • Manage trainee duty-hour reporting and RMS rotation schedules, which directly impact Medicare reimbursement.
  • Monitor program FTE usage and manage the annual FTE budget request process.
• Trainee Progression and Certification Management (35%):
  • Monitor and maintain detailed knowledge of national governing board physician training requirements.
  • Formulate and recommend program-level solutions in response to policy and requirement changes.
  • Consult with trainees and program faculty to create individualized short- and long-term learning plans.
  • Analyze trainee career goals, multi-site rotation offerings, program and accrediting body requirements, and financial funding parameters to support recommendations.
  • Design and recommend event and educational training offerings.
  • Develop and recommend strategies to meet changing program needs, accrediting bodies, affiliates, and medical school requirements.
  • Plan and execute program orientation, graduation, retreats, and exams.
• Recruitment Strategy/Planning (20%):
  • Consult with faculty to develop program admissions parameters and review candidates.
  • Analyze faculty assessments to develop candidate rankings and participate in the final selection committee process.
  • Ensure compliance with National Residency Matching Program (NRMP) Policies and Procedures.
  • Leverage the Electronic Residency Application System (ERAS) to streamline applicant screening.
  • Manage recruitment for all programs, including application review, applicant website, interview and ranking processes.
  • Conduct recruitment cycle analysis to increase program competitiveness and identify areas for improvement.
  • Market programs to increase match success.
  • Manage the NRMP Supplemental Offer and Acceptance (SOAP) process as needed.
• Supervision (10%):
  • Supervise residency program coordinators (2 FTE), including recruitment, hiring, work assignment, formal evaluations, and discipline.
  • Foster staff development, coaching, mentoring, and cross-training in recruitment, onboarding, course coordination, resident tracking, academic standing reviews, accreditation processes, and program administration.

Requirements

All required qualifications must be documented on application materials.

• Required Qualifications:
  • BA/BS degree with at least two years of experience or a combination of related education and work experience in residency, medical, or medical education settings totaling six years, including at least two years of administrative or program/project coordination experience.
  • Desire to learn the inner workings of graduate medical education at a Big-10 University.
  • Demonstrated critical thinking and problem-solving skills.
  • Ability to organize and present complex information to others.
  • Experience handling a wide range of administrative tasks with professionalism and confidentiality.
  • Excellent verbal and written communication skills.
  • Ability to problem-solve independently and provide input on process improvements.
  • Demonstrated interpersonal skills and customer service experience.
  • Self-motivated, self-guided, goal-oriented, and mindful of deadlines.
  • Proficiency in Microsoft Word, PowerPoint, Excel, Google applications, and Adobe Acrobat, with the capability to learn new systems.
• Preferred Qualifications:
  • Previous experience creating and managing complex rotation schedules.
  • Demonstrated experience working closely with physicians or other medical leaders.
  • Advanced Microsoft Office and Google Drive skills.
  • Experience using Residency Management Suite, SmartSheets, AMION, Thalamus, ScutMonkey, and ERAS.
  • TAGME certification.

About the Department

The Department of Family Medicine and Community Health at the University of Minnesota was created over 50 years ago to train primary care physicians. Since then, it has been a leader in transforming the specialty through education, research, and patient care. The department sponsors ten family medicine residencies—five in the Twin Cities and five in Greater Minnesota—and is involved in medical student education across the Medical School’s Twin Cities and Duluth campuses. It sponsors five fellowship programs: sports medicine, hospice and palliative medicine, behavioral medicine, clinical informatics, and human sexuality, and offers continuing medical education opportunities. The department is regularly among the top National Institutes of Health-funded family medicine departments, with faculty actively researching health disparities, healthcare delivery, and population health.

More information is available at https://med.umn.edu/familymedicine.

Schedule

Both positions are 100% in-person. Standard hours are Monday through Friday, consisting of eight hours per day (plus a minimum 30-minute unpaid lunch) scheduled within a 7:00 AM to 5:00 PM window, with exact hours determined based on operational needs. While the role primarily follows these core hours, flexibility for occasional evening or weekend work is required. Although in-person requirements may be adjusted in the future, remote or hybrid work is not currently an option.

Pay

Pay Range: $32.28 - $38.50 per hour. Most offers are anticipated to be around the midpoint of this range, depending on education, qualifications, and experience.

Benefits

The University offers a comprehensive benefits package, including:

• Competitive wages, paid holidays, and generous time off.
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program.
• Low-cost medical, dental, and pharmacy plans, healthcare and dependent care flexible spending accounts, and University HSA contributions.
• Voluntary disability and employer-paid life insurance.
• Employee wellbeing program and excellent retirement plans with employer contributions.
• Public Service Loan Forgiveness (PSLF) opportunity and financial counseling services.
• Employee Assistance Program with eight sessions of counseling at no cost.
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area.