Job Description

Position Summary

The Residency/Fellowship Program Coordinator is responsible for the day-to-day operational management of one or more residency or fellowship programs. This position acts as the primary liaison among residents/fellows, faculty, institutional officials, and accrediting bodies. The coordinator ensures compliance with Accreditation Council for Graduate Medical Education (ACGME) and National Residency Matching Program (NRMP) requirements while supporting program leadership in strategic planning, recruitment, scheduling, evaluation processes, and program development.

Key Responsibilities

1. Program Administration & Operations

• Coordinate the daily operations of the residency/fellowship program, including scheduling, communication, documentation, and program logistics.
• Maintain and update the Resident Management System (e.g., New Innovations) to include evaluations, schedules, and rosters.
• Serve as the primary point of contact for residents/fellows, faculty, applicants, institutional offices, and external organizations.
• Organize and maintain program files, records, policies, and evaluation forms.
• Oversee onboarding and offboarding procedures for new and graduating residents/fellows, including credentialing, contracts, IT setup, and HR coordination.
• Assist with budgeting, expense tracking, and planning for program events (e.g., orientation, retreats, graduation).

1. Accreditation & Compliance

• Manage all aspects of ACGME accreditation requirements, including ADS Annual Updates, scholarly activity, and roster maintenance (faculty & residents/fellows).
• Prepare for and facilitate Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC) meetings.
• Ensure timely submission of ACGME Resident/Fellow and Faculty Surveys.
• Track and document clinical work hours, evaluations, in-training exam results, milestones, and other required data.
• Coordinate and submit information for institutional, specialty board, and state licensing requirements.

1. Recruitment & Onboarding

• Manage all aspects of residency/fellowship recruitment, including scheduling committee meetings, interviews, and planning sessions.
• Oversee ERAS processes, application review, and interview invitations.
• Coordinate NRMP registration, quota changes, and rank meetings.
• Plan and execute orientation programs for new residents/fellows, including scheduling events, preparing materials, coordinating with institutional departments, and facilitating smooth transitions.

1. Evaluation & Educational Support

• Distribute, monitor, and track rotation evaluations, milestone assessments, 360° evaluations, and in-training exams.
• Support faculty in tracking resident/fellow performance and compliance with program requirements.
• Assist in preparing reports for semi-annual and summative evaluations, remediation plans, and promotion decisions.
• Coordinate program evaluation surveys, alumni tracking, and outcomes reporting.

1. Event Planning & Program Activities

• Plan and coordinate major annual events such as New Resident/Fellow Orientation (June/July), Resident/Fellow Retreats (Fall), In-Training Exams, Graduation Ceremonies (May/June), and Scholars/Research Day.
• Handle all logistics, including scheduling, space reservations, catering, audiovisual needs, guest communications, and materials preparation.

Qualifications Required

• Bachelor’s degree in education, healthcare administration, business, or related field.
• 2+ years of administrative or academic program experience, preferably in medical education.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite, and familiarity with residency management systems.

Preferred

• Experience in Graduate Medical Education (GME) or academic healthcare settings.
• Knowledge of ACGME and NRMP requirements.
• Certification through TAGME (Training Administrators of Graduate Medical Education) or willingness to obtain certification after 2 years as a program coordinator.