Program Coordinator

Supports the program director by performing administrative duties related to planning, directing and coordinating both the academic and operational activities of the program.

Resident Recruitment

• Coordinate the annual resident recruitment process.
• Maintain ERAS program information and applicant records.
• Coordinate applicant interviews and recruitment activities.
• Enter and manage the program rank order list in NRMP.
• Verify applicant match history and potential NRMP violations.
• Communicate with applicants throughout the recruitment process.

Resident Records

• Maintain accurate resident personnel and program files.
• Track required resident documents, certifications, evaluations, and training requirements.
• Maintain confidential resident information.
• Assist with resident onboarding and completion of required paperwork.

Scheduling and Rotations

• Schedule resident rotations, clinics, conferences, and educational activities.
• Schedule medical student and visiting resident rotations.
• Review clinic schedules to ensure appropriate resident assignments.
• Coordinate schedule changes, coverage, vacations, and leave.
• Communicate schedules and changes to residents and faculty.

Evaluations and Testing

• Coordinate resident and medical student evaluations.
• Track completion of required evaluations.
• Coordinate resident testing and examinations.
• Maintain evaluation and testing records.
• Assist with Clinical Competency Committee activities and documentation.

Program Data and ACGME Requirements

• Maintain residency program databases and records.
• Collect and enter required resident and program information.
• Assist with ACGME and GME reports and documentation.
• Track program deadlines and required submissions.
• Maintain records for accreditation and program reviews.

Resident Liaison

• Serve as a primary administrative contact for residents.
• Respond to resident questions and concerns.
• Communicate program policies, deadlines, and important information.
• Coordinate communication between residents, faculty, program leadership, and GME.

Travel and Financial Support

• Process resident travel requests and reimbursements.
• Maintain travel and expense records.
• Assist residents with travel arrangements and meeting registration.

Meetings and Training

• Coordinate residency program meetings and activities.
• Conduct or coordinate annual resident training and informational meetings.
• Attend COPICS, resident, rotator, and other program-related meetings.
• Communicate information from meetings to residents and program leadership.

Clerical and Administrative Support

• Provide administrative support to the Program Director and residency leadership.
• Manage calendars, correspondence, forms, and program documents.
• Prepare reports, spreadsheets, presentations, and meeting materials.
• Maintain program contact lists and electronic files.
• Perform other administrative duties to support the residency program.

High school plus six years experience in related field. Additional education may substitute for experience on a year for year basis.