Residency Recruitment and Onboarding Coordinator

Responsibilities

• Plans, executes the logistics, and monitors budgets for program social events and / or educational activities, which may include recruitment; orientation; graduation; conferences; and simulation and / or other assessment activities. May lead workshops and / or information sessions for learners, faculty, and staff.
  • Lead recruitment activities for the Internal Medicine Residency Program, including but not limited to the following:
    • Manage ERAS and Thalamus recruitment and interview scheduling platforms.
    • Partner with program leadership to support annual recruitment strategy and applicant outreach efforts.
    • Cover logistics for 25+ residency interview days, including scheduling, agendas, space reservations, catering, recruitment materials, and interviewer coordination.
    • Cover recruitment-related events and diversity recruitment activities, including vendor coordination and budget tracking.
    • Cover applicant review and scoring materials for ranking meetings and faculty review committees.
    • Cover coordination of Match Day communications and materials distribution.
  • Cover orientation schedules, logistics, educational sessions, and related onboarding events in coordination with Associate Program Director(s).
    • Manage calendar invitations and communication related to orientation programming.
    • Cover orientation activities for the Internal Medicine Residency Program, including by not limited to the following:
      • Plan orientation activities in close collaboration with GME, program and track leadership, and affiliate sites.
      • Cover orientation week schedules and events, including managing calendar invites for DOM orientation day.
  • Manages operational components of the program specific to the employment of learners which may include human resources onboarding; appointment paperwork; credentialing; managing training grants; payroll management (FTE tracking); benefits and leave advising; and Medicare reimbursement reporting.
    • Cover the onboarding process for the Internal Medicine Residency Program including but not limited to:
      • Prepare post-match communications to matched interns.
      • Cover annual onboarding materials in close collaboration with GME, Occupational Health and Safety, affiliate sites, and DOM HR.
      • Cover management and tracking completion of onboarding materials in MedHub (residency management systems).
      • Cover guiding matched applicants on proper completion of onboarding materials.
      • Cover tracking completion of onboarding deadlines and requirements of the matched interns.
      • Cover identifying and implementing onboarding efficiencies and process improvements.
  • Covers collaborations with program faculty and leadership to develop program and curricular evaluation documentation; including evaluation tools and strategies / timelines. Implements program evaluation strategies and ensures compliance with deadlines. Analyzes program performance, curriculum effectiveness, and impact of rotation experience and other educational activities. Provides summary reports of evaluations to program leadership.
    • Supports annual ACGME WebADS data collection and information gathering activities.
    • Aids residency leadership with preparation for the Program Evaluation Committee (PEC) and Annual Program Evaluation (APE).
    • Covers annual residency policy review and documentation updates.
    • Covers annual review and posting of rotation goals and objectives within MedHub.
    • Covers Program Letter of Agreement (PLA) review and renewal processes.
    • Covers monitoring educational documentation and accreditation-related materials to support compliance with institutional and ACGME requirements.
    • Covers maintenance of accurate program records, reports, and accreditation documentation.
  • Participates in budget development and tracks expenses for the program and / or relevant health professions educational activities. Generates reports and recommends methods to reduce costs. Collaborates with program management on financial issues within the program.
    • Covers management and tracking of budget for recruitment and orientation activities.
  • Analyzes the user experience of educational technologies to optimize the teaching and learning environment. Capitalizes on opportunities to more efficiently and effectively administer educational software and platforms. Seeks solutions to enhance the user experience.
    • Supports special projects and operational initiatives assigned by residency leadership.
    • Participates in process improvement and operational enhancement initiatives related to educational program administration.
    • Aids in the implementation of new processes, systems, educational technologies, and workflow improvements.

  Qualifications

  • Bachelor's degree in related area and / or equivalent experience / training
  • Thorough knowledge of administrative analysis and operations research
  • Demonstrated ability to develop and implement processes and systems
  • Thorough knowledge of the administrative and operational implications in a program
  • Demonstrated experience and documented excellence in oral and written communications skills; includes active listening and critical thinking
  • Strong interpersonal skills
  • Actively cooperates and supports the work of others
  • Ability to work productively with anyone regardless of background
  • Empathetic and aware of impact on others
  • Strong problem solving skills to assist learners and resolve issues
  • Excellent organizational skills, analytical, and demonstrated attention to detail
  • Ability to complete work and meet established deadlines in an accurate and timely manner, and to manage short and competing deadlines
  • Thorough knowledge of educational software and platforms
  • Demonstrated ability to analyze and seek solutions to enhance the user experience
  • Willingness to adopt AI tools to improve workflow efficiency