Residency/Fellowship Program Coordinator

Job Responsibilities:

• Lead and independently oversee the planning, coordination, and day-to-day operations of the Internal Medicine Residency Program, establishing priorities, determining appropriate workflows, and making operational decisions to ensure program objectives, accreditation requirements, and timelines are met.


• Serve as a primary subject-matter resource and source of knowledge for the Program Director, Associate Program Directors, chief residents, faculty, staff, residents, and institutional partners regarding residency program processes, requirements, systems, timelines, and operational practices. Provide informed guidance and recommendations and proactively identify issues that may affect program operations.


• Independently assess program needs and operational issues; analyze data, policies, requirements, and available information; determine appropriate courses of action; and develop recommendations, solutions, and process improvements for program leadership.


• Develop, implement, maintain, and evaluate program procedures, workflows, guidelines, tracking tools, communication processes, and training resources. Determine when existing processes require modification and recommend or implement changes to improve efficiency, consistency, compliance, and the resident and faculty experience.


• Lead and manage the annual resident recruitment and selection process, including ERAS and related recruitment systems, application review and screening processes, interview scheduling and logistics, applicant communications, interview committee coordination, recruitment events, ranking preparation, and post-Match activities. Independently manage recruitment timelines and resolve issues or exceptions as they arise.


• Manages resident onboarding, appointment, credentialing, compliance, and offboarding processes in coordination with GME, House Staff Offices, affiliated hospitals, and other institutional stakeholders. Establish and monitor deadlines, identify missing or incomplete requirements, determine follow-up actions, and resolve issues to support timely resident appointments and rotations.


• Oversee resident scheduling and program logistics, including rotation and elective coordination, academic calendars, clinical site requirements, conference and educational activities, and related tracking systems. Work with chief residents, faculty, and affiliated sites to identify conflicts, determine appropriate resolutions, and maintain accurate program schedules and records.


• Manage and maintain residency program systems, databases, documentation, and records, including New Innovations and other GME-related platforms. Monitor data quality and completeness, independently identify discrepancies or system/process issues, determine appropriate corrections, and ensure program information is accurate and available for operational and accreditation needs.


• Coordinate and oversee resident and faculty evaluation processes, program evaluations, required documentation, and accreditation-related data collection. Review information for completeness and compliance, identify trends or concerns, and provide program leadership with recommendations based on the information reviewed.


• Coordinate program finances and administrative operations, including reimbursements, purchase requisitions, check requests, invoices, educational expenses, and program-related budgets or expenditures. Exercise judgment in determining appropriate processing, documentation, and follow-up and serve as a resource to program leadership and staff regarding applicable processes.


• Lead and independently manage residency program meetings, orientations, retreats, recruitment events, educational events, and other initiatives. Determine logistical needs, establish timelines, coordinate stakeholders, and ensure successful execution of activities involving residents, faculty, applicants, and institutional partners.