Residency Coordinator - Full Time

Position Summary

Provides comprehensive administrative support to the Graduate Medical Education (GME) Office. Serves as the Residency Program Coordinator for the Internal Medicine Residency Program at Northeastern Health System (NHS), reporting directly to the Program Director and the VP of Physician Services. Oversees day-to-day program operations in compliance with Accreditation Council for Graduate Medical Education (ACGME) requirements. Acts as a liaison between the program, faculty, residents, hospital leadership, and external organizations.

Position Accountabilities

Maintains established departmental policies and procedures, objectives, quality assurance program, safety, environmental and infection control

standards.

Functions as the primary point of contact between the residency program and hospital departments, external partners, and regulatory agencies.

Maintains complete and confidential electronic and physical files for all residents in compliance with ACGME documentation standards.

Manages and updates faculty files, including licensure, board certification, CVs, and compliance with ACGME faculty development and evaluation

requirements.

Tracks and verifies that all resident certifications, licensure, and professional documents remain current and accessible.

Coordinates resident payroll tracking, manages documentation for paid time off (PTO), sick leave, FMLA, and other schedule modifications.

Monitors resident compliance with program policies, training modules, evaluations, and institutional requirements.

Maintains GME tracking systems, including annual updates, institutional data collection, and milestone reporting in the ACGME Accreditation Data

System (ADS).

Gathers and prepares data, reports, and summaries for use in internal meetings, surveys, site visits, and audits.

Manages the Electronic Residency Application Service (ERAS) for recruitment, including application review coordination, interview scheduling, and

communication with applicants.

Inputs and manages annual National Resident Matching Program (NRMP) data and supports the match process in coordination with the Program Director.

Clinic Scheduling

• Coordinates clinic schedules for residents and supervising faculty in alignment with rotation blocks, vacation, and program requirements.

Evaluations

• Distributes and tracks timely completion of evaluations for residents, faculty, rotations, and program assessments.

• Supports the Clinical Competency Committee (CCC) by compiling milestone data and evaluation summaries.

Provides high-level administrative support to the Program Director and Administrative Director of Medical Education, including meeting preparation,

documentation, and follow-up.

Participates in ongoing professional development including webinars, national GME conferences, workshops, and certification (e.g., TAGME)

Attends and records minutes for meetings as required.

Performs additional duties as assigned to support the success of the residency program and GME office.

Minimum Education- High School or equivalent; some college preferred

Minimum Experience- A minimum of three years of office management experience. Supervisory experience preferred.

Preferred Education - Bachelor’s Degree in Business Administration or related field.

Preferred Experience - Supervisor or supervisory administrative experience in a health care environment.