Residency Program Coordinator

Job Description

This is a fulltime Residency Coordinator position working days at Northwest Medical Center.

Job Summary 

The Residency Coordinator is responsible for the operational and administrative management of an accredited residency training program. Working in collaboration with the Residency Program Director, faculty, and hospital leadership, this role ensures compliance with accreditation standards, facilitates program operations, and supports the professional growth of residents. The Residency Coordinator handles the planning, coordination, and implementation of activities related to recruitment, education, and program administration while maintaining a commitment to fostering a supportive and inclusive learning environment. 

Essential Functions

• Oversees the day-to-day administrative management of the residency program, ensuring compliance with accreditation standards and institutional policies.
• Collaborates with the Program Director and faculty to develop, implement, and monitor educational and clinical training schedules, including rotation assignments, call schedules, and academic activities.
• Manages resident recruitment processes, including scheduling interviews, coordinating the Match process, and ensuring compliance with institutional and accrediting body policies.
• Serves as the primary liaison between residents, faculty, institutional leadership, and external accrediting bodies (e.g., ACGME, NRMP).
• Utilizes and maintains residency management software to track resident schedules, evaluations, duty hours, and scholarly activities.
• Coordinates and organizes program-related events such as graduation ceremonies, leadership meetings, wellness activities, and retreats.
• Assists in the preparation and management of the program’s operating budget, including tracking expenditures and managing program resources.
• Ensures accurate and timely submission of program reports, accreditation documentation, and other required materials to governing and accrediting bodies.
• Develops and implements policies, procedures, and training materials to support program compliance and resident success.
• Maintains accurate records of resident credentials, licensure, and other compliance requirements.
• Acts as a resource and mentor for residents, fostering professional development and addressing individual needs and concerns.
• Monitors program performance metrics and collaborates with faculty to implement quality improvement initiatives.
• Coordinates program accreditation site visits and prepares necessary documentation.
• Performs other duties as assigned.
• Complies with all policies and standards.

Qualifications

• Bachelor's Degree in Nursing, Healthcare Administration, Education, or a related field required
• Master's Degree in Nursing, Education, Healthcare Administration, or a related field preferred
• 3-5 years of experience as a Program Coordinator for a residency or similar training program in a healthcare setting required
• Experience with an ACGME-accredited program or healthcare education programs preferred
• Experience in developing, implementing, and managing educational programs, including residency or onboarding programs for clinical staff preferred

Knowledge, Skills and Abilities

• Strong knowledge of regulatory requirements and accreditation standards (e.g., ACGME, Joint Commission, state regulations).
• Proficiency in residency management software (e.g., New Innovations, ThalamusGME) and standard office tools (Microsoft Office Suite, Google Workspace).
• Excellent organizational and time-management skills, with the ability to handle multiple tasks and deadlines simultaneously.
• Strong written and verbal communication skills, including the ability to present to diverse audiences and maintain professional correspondence.
• Ability to develop and maintain collaborative working relationships with stakeholders at all levels, including residents, faculty, and organizational leadership.
• Knowledge of program budgeting and expense tracking.
• Critical thinking and problem-solving skills, with attention to detail and a focus on achieving results.