What are the responsibilities and job description for the Senior Residency/Fellowship Program Coordinator position at NYU Langone?
NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. At NYU Langone Health, equity and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace inclusion and individual skills, ideas, and knowledge.
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Position Summary:
We have an exciting opportunity to join our team as a Program Coordinator.
The Senior Fellowship Coordinator provides advanced administrative, operational, and regulatory oversight for the ACGME-accredited Pulmonary & Critical Care Medicine Fellowship Program. This role reports to the Administrative Manager and Program Director and partners closely with Program Leadership and the GME Office to ensure compliance with accreditation standards, efficient program operations, and a high-quality educational environment.
The Senior Coordinator serves as the primary liaison among fellows, faculty, institutional leadership, and external regulatory bodies, while acting as a subject matter expert in GME processes. This role mentors and supports junior coordinators and staff, reinforcing best practices in data management, compliance, and issue resolution prior to escalation to GME.
Job Responsibilities:
Program Leadership & Operations
- Oversee daily program operations, ensuring efficiency, accuracy, and compliance with institutional and ACGME requirements.
- Partner with Program Leadership on strategic planning, policy implementation, and continuous program improvement.
- Serve as the central liaison across fellows, faculty, GME, and affiliated sites.
- Mentor and guide junior coordinators and staff; provide training, oversight, and escalation support.
- Serve as a senior resource across Pulmonary & Critical Care programs, providing as-needed support and ensuring alignment with GME and departmental standards.
Accreditation, Compliance & Data Oversight
- Ensure continuous ACGME compliance and accreditation readiness.
- Oversee and validate all program data across systems (e.g., ADS, New Innovations/FasTrack), including rosters, milestones, case/procedure logs, scholarly activity, and program metrics.
- Ensure accurate and timely submission of Milestones, ADS updates, and all required accreditation documentation.
- Lead ACGME site visit preparation, Self-Study, APE, and required reporting; ensure readiness of all supporting documentation.
- Coordinate GMEC/DIO approvals for program changes, submissions, and accreditation-related actions.
- Interpret requirements, implement standardized processes, and ensure data integrity and audit readiness.
Evaluation & Academic Administration
- Oversee evaluation processes, including fellow, faculty, rotation, and program evaluations, and milestones reporting.
- Coordinate CCC and PEC meetings, including preparation of data and documentation.
- Coordinate and track semi-annual fellow evaluations and review meetings with Program Leadership.
- Monitor completion rates, identify trends, and provide actionable insights to Program Leadership.
Fellow Lifecycle & Recruitment
- Oversee the full fellow lifecycle, including recruitment, onboarding, credentialing, orientation, scheduling, advancement, and graduation.
- Lead recruitment through ERAS, Thalamus, and NRMP, including application management, interview coordination, and rank list submission.
- Ensure timely completion of onboarding and credentialing requirements in collaboration with GME and HR.
- Maintain accurate, complete, and audit-ready fellow records, including evaluations, case logs, scholarly activity, and summative assessments.
- Provide verification of training and completion documentation, including for early departures if applicable.
- Manage rotations, block schedules, PLAs, and duty hour compliance.
Program Administration, Events & Financial Oversight
- Oversee program administrative operations, including calendars, meetings, and educational activities.
- Plan, coordinate, and manage logistics for program events, recruitment activities, conferences, and fellow educational sessions (virtual and in-person).
- Support coordination of in-service and board-related examinations, including scheduling and proctoring as needed.
- Maintain and update the fellowship handbook and timeline records, program manuals, policies, and website content to ensure accuracy, compliance, and effective program promotion.
- Review and ensure accuracy of financial processes (reimbursements, stipends, invoices) and assist with budget tracking with guidance provided by the Division Administration leadership.
Communication & Collaboration
- Maintain clear and effective communication with fellows, faculty, GME, and institutional partners.
- Coordinate with HR, credentialing, and affiliated institutions to support training operations.
- Model professional communication and problem-solving; guide staff to resolve issues prior to escalation.
- Foster a supportive, collaborative, and organized learning environment.
Minimum Qualifications:
To qualify you must have a Bachelor's degree in business administration, health care administration or related field. Minimum of four years of progressively responsible related experience including program/project coordination or equivalent combination of education and experience.
Preferred Qualifications:
Education & Experience: Bachelors degree required; Masters preferred. 5 years of GME experience, preferably in fellowship coordination.
Experience with ACGME-accredited programs required.
Knowledge & Skills: Advanced knowledge of ACGME requirements and accreditation processes. Proficiency in GME systems (e.g., New Innovations, ERAS, Thalamus, NRMP, ADS). Strong organizational, analytical, and project management skills. High attention to detail and data accuracy. Excellent communication and interpersonal skills. Ability to manage complex programs and mentor staff. Discretion in handling confidential information.
Preferred: Experience in Internal Medicine subspecialty or Pulmonary & Critical Care programs. Experience supervising or training staff. Familiarity with reporting tools and program analytics.
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU Grossman School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents. At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.
NYU Grossman School of Medicine is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.
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NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $70,481.60 - $90,000.00 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.
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Salary : $1,000 - $1,000,000