Residency Program & Clinical Administrative Coordinator

Job Summary:

Provides administrative, operational, and scheduling support for the Residency Program and clinical operations. This role serves as a central point of coordination for resident scheduling, didactic events, committee meetings, faculty support, compliance tracking, and onboarding/offboarding logistics.

Key Responsibilities:

Scheduling & Staffing Operations

• Maintain and update master clinical and department schedules in scheduling systems (Amion, Excel).

• Distribute weekly and subspecialty schedules to teams in advance; issue monthly schedule reviews to faculty and process time-off requests.

• Generate monthly staffing reports for external clinical sites (e.g., VA) and maintain team computer/clinic identification systems.

Educational & Event Logistics

• Coordinate daily Resident Noon Conferences, including room reservations, vendor management, lunch orders, attendance tracking, and invoice submission.

• Schedule special educational events, workshops, and subspecialty educational tracks.

• Manage student clerkship assignments, connecting rotating students with designated resident mentors.

Resident Onboarding, Offboarding & Mentorship Support

• Execute annual intern orientation logistics, including materials preparation, badge access administration (C-Cure, DURESS), photo composite creation, and onboarding support.

• Facilitate the annual resident offboarding process, ensuring completion of check-out requirements.

• Maintain resident-mentor rosters and serve as an accessible point of guidance for incoming residents.

Meeting & Administrative Support

• Organize agendas, record minutes, and facilitate regular attendance for multidisciplinary, administrative, and clinical meetings.

• Provide comprehensive support to faculty, including document formatting, letters of recommendation, and reimbursement processing.

• Manage daily communication workflows, physical mail/courier coordination, and business supply ordering.

Evaluations, Compliance & Tracking

• Monitor and maintain records for required educational and compliance modules (e.g., PEAC, IHI, Blackboard/PCMH, RHIO administration).

• Process evaluation data across tracking systems (MedHub, Excel) and coordinate semi-annual review meetings with Associate Program Directors.

• Send routine clinical administrative reminders regarding outstanding documentation and chart completion.

Minimum Qualifications:

Bachelor's degree in a related field and 2 years of experience preferably in an academic healthcare environment or equivalent combination of education and experience required.

Excellent written/oral communication, interpersonal, organizational, analytical, and computer skills required.

Preferred Qualifications:

Administrative fellowship experience in an academic healthcare setting

Work Days:

Monday through Friday daytime hours

Message to Applicants:

Our benefits package includes health, dental and vision insurance, eligibility for employer 401k funding after 1 year (3% quarterly/5% annual on vesting schedule), tuition reimbursement, generous paid time off, including vacation and personal time, paid sick leave, holidays and floating holidays

G6: $25.75 - $40.62

Please note the salary information shown is a general guideline only. Salaries are based upon candidate skills, experience, and qualifications, as well as internal equity, market and business considerations.

Recruitment Office: MedBest Medical Management