Training Program Coordinator

Enjoy a rewarding career with a healthcare organization that values your expertise and dedication to delivering exceptional results, and supports your success through a culture of collaboration, teamwork and ongoing growth.

Location: UBMD Primary Care – 77 Goodell Street, Buffalo, NY

Schedule: Monday - Friday; 37.5 hours/week

Pay Range: $24.00–$26.00/hour

Status: Full-Time, Non-Exempt AA/EOE

About the Role:

UBMD Primary Care is seeking a highly organized, detail‑driven Training Program Coordinator (TPC) to support the daily operations of our residency training program. This role is ideal for someone who thrives in a fast‑paced academic medical environment, enjoys coordinating complex processes, and excels at communication, planning, and problem‑solving. The TPC works closely with the Training Program Administrator and Residency Program Director to ensure smooth program operations in compliance with accreditation standards.

What You’ll Do:

Program Administration & Coordination

• Meet regularly with the Training Program Administrator and Program Director to review office operations and project status.
• Identify opportunities to improve workflow, efficiency, and cost‑effectiveness; recommend and support policy development.
• Assist with residency recruitment activities, including communication with applicants and incoming residents regarding licensing, waivers, and required documentation.
• Verify trainee status, track time off, and maintain accurate program records.
• Support preparation for ACGME Self‑Study, site visits, and internal reviews.
• Receive and triage resident inquiries to appropriate staff or departments.

Event & Schedule Management

• Plan and coordinate program events including orientation, graduation, faculty meetings, and other ACGME‑required activities.
• Create applicant interview schedules and assist with master schedule planning.
• Enter and maintain rotation schedules in MedHub to ensure accurate billing and activity tracking.
• Assist with MedHub setup, conference entry, and weekly attendance tracking.

Evaluation & Documentation Support

• Manage evaluation processes for trainees, faculty, rotations, and the program.
• Distribute and monitor resident patient surveys and evaluations throughout the year.
• Update and distribute the resident handbook annually.
• Maintain faculty databases and filing systems.

Communication & Social Media

• Manage program social media pages, including posting updates and maintaining content.
• Support communication with residents, faculty, and applicants to ensure timely and accurate information sharing.
• Adhere to HIPAA and confidentiality standards at all times.

General Administrative Support

• Review and respond to company email daily.
• Troubleshoot office issues and standardize procedures for efficiency.
• Perform additional duties as assigned by program leadership.
• Ability to work at least 37.5 hours per week on a regular basis.
• Travel to UBMD Primary Care locations via personal car.

Skills That Lead to Success:

Core Skills

• Strong organizational and multitasking abilities
• Excellent written and verbal communication
• Ability to work independently and collaboratively
• Professionalism, reliability, and attention to detail
• Adaptability in a dynamic academic environment

Technical Skills

• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) 
• Experience with scheduling, databases, or academic systems (MedHub experience a plus)
• Comfort with social media platforms
• Ability to manage digital and paper records efficiently

Qualifications

• Bachelor’s degree preferred (experience may substitute for degree).
• Minimum 2–3 years of administrative support experience, ideally in a medical or academic setting.
• Strong communication, organizational, and problem‑solving skills required.
• Valid driver’s license that meets insurance standards and reliable vehicle for occasional travel.

Work Environment

• Fast‑paced, well‑lit office environment with mild to moderate noise levels.
• Occasional exposure to clinical settings and related occupational hazards.
• Frequent sitting, standing, and computer use; light lifting up to 15 lbs.
• Regular, predictable attendance required.

Qualifications:

• Candidates should possess strong skills in Training Coordination, including scheduling, organizing sessions, and maintaining training documentation.
• Candidates should possess Program Management and Training & Development skills to design, implement, and evaluate effective training initiatives.
• Candidates should possess excellent Communication and Training delivery skills, with the ability to present information clearly and engage diverse audiences.
• Relevant experience in healthcare, academic, or clinical training environments is beneficial.
• Strong organizational skills, attention to detail, and the ability to manage multiple programs and deadlines.
• Proficiency with office software and learning management systems or other training platforms.
• Ability to collaborate with multidisciplinary teams and work independently with minimal supervision.
• Associate or bachelor’s degree in education, healthcare administration, human resources, or a related field, or equivalent combination of education and experience.

Company Description:

UBMD Primary Care is a long-established, multi-site primary care group in Western New York that sees over 100,000 patient visits per year across several primary care offices, an Addiction Medicine specialty office, and affiliated hospital and long-term care settings. As an academic practice, all senior physicians are board-certified family physicians and faculty in the Department of Family Medicine at the Jacobs School of Medicine and Biomedical Sciences at the University at Buffalo, actively involved in teaching and supervising a wide range of health professionals. The organization is nationally recognized as a model of patient-centered care, emphasizing team-based approaches, proactive chronic disease management, and strong collaboration with patients and community partners. UBMD Primary Care works closely with the Primary Care Research Institute, a transdisciplinary research center focused on improving health care delivery and informing policy at local and national levels. UBMD Primary Care is part of UBMD Physicians’ Group, the largest medical group in Western New York, offering a dynamic environment for both clinical care and academic innovation.

Employment is contingent upon a successful background check and drug screen. UBMD Primary Care is a smoke‑free, drug‑free, and equal opportunity employer.