Education Program Administrator

Christiana Care Health System; Newark (DE); Hybrid; USD 62,000 - 93,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

403(b) retirement plan

Paid time off

Job summary

ChristianaCare is seeking a full-time Education Program Administrator for the Medicine Pediatrics Residency Program. You will oversee administrative management, support the program director, and interact with residents, faculty, and students to ensure smooth operation.

The role requires thorough knowledge of ACGME standards, program policies, and documentation practices, with a focus on accuracy, efficiency, and excellent communication.

Qualifications

• Associate's Degree required; Bachelor's preferred in Office Administration or related field.
• Experience in Graduate Medical Education is preferred.
• Strong organizational and communication skills required.

Responsibilities

• Oversee day-to-day residency program operations and schedules.
• Coordinate recruitment, orientation, and evaluations for residents and faculty.
• Manage travel, budget, and program reports; ensure compliance with accreditation standards.

Skills

Multitasking

Organizational skills

Communication

Microsoft Office

Education

Associate's Degree

Bachelor's Degree in Office Admin/Secretarial

Tools

New Innovations

Residency management software

Job description

Job Details

Are you looking to join a healthcare company that is based on excellence and love? Then this is the position you need to check out!

ChristianaCare is one of the country's most dynamic healthcare organizations, centered on improving health outcomes, making high-quality care more accessible, and lowering healthcare costs. ChristianaCare includes an extensive network of outpatient services, home health care, urgent care centers, three hospitals (1,299 beds), a free-standing emergency department, a Level I trauma center and a Level III neonatal intensive care unit, a comprehensive stroke center and regional centers of excellence in heart and vascular care, cancer care, and women's health. It also includes the pioneering Gene Editing Institute and was rated by IDG Computerworld as one of the nation's Best Places to Work in IT. ChristianaCare is a nonprofit teaching health system with more than 260 residents and fellows. It is continually ranked by U.S. News & World Report as the Best Hospital. With the unique CareVio data-powered care coordination service and a focus on population health and value-based care, ChristianaCare is shaping the future of health care.

ChristianaCare Offers

• Full Medical, Dental, Vision, Life Insurance, etc.
• Two retirement planning offerings, including 403(b) with company contributions
• Generous paid time off with annual roll-over and opportunities to cash out
• 12-week paid parental leave
• Incredible Work/Life benefits including annual membership to care.com, access to backup care services for dependents through Care@Work, retirement planning services, financial coaching, fitness and wellness reimbursement, and great discounts through several vendors for hotels, rental cars, theme parks, shows, sporting events, movie tickets and much more!

About This Position

ChristianaCare is seeking a full-time Education Program Administrator for the Medicine Pediatrics Residency Program.

This role oversees the administrative management of the Medicine Pediatrics residency program and provides varied complex administrative support to the program's director and associate program directors, residents, and medical students. Requires a thorough understanding of both the Accreditation Council on Graduate Medical Education (ACGME), as well as the policies and procedures of the residency and student programs and the GME office.

The ideal candidate is a proactive professional and independent thinker with exceptional organizational skills, strong attention to detail, a passion for service excellence, and outstanding interpersonal communication abilities.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Oversees and delegates assignments, as applicable, to provide program director and residents with appropriate administrative support, prepares and delivers program reports and correspondence in a timely manner.
• In conjunction with the Program Director(s), develops and maintains program policies and procedures that are consistent and compatible with institution‑specific policies developed by Academic Affairs and regulatory bodies. Educates staff, residents, and faculty in proper adherence to policies and procedures.
• Assists the program director in meeting and complying with the current standards established by regulatory and accreditation bodies.
• Maintains Web‑based accreditation surveys, compiles and submits accurate reports to certifying bodies and other professional organizations, and prepares institutional forms and requests, as required.
• Manages, coordinates, and participates in accreditation site visits, including preparation of site visit documentation.
• Develops and creates resident and program evaluation reports, such as trending data to identify areas for improvement and tracking of data demonstrating the effect of interventions.
• Monitors residents' remediation and adverse actions process following established policies and procedures.
• Plans and manages the day‑to‑day activities of the residency including rotation schedule development and maintaining corresponding rotation goals and objectives, conference organization and scheduling, resident evaluation process completion, faculty and Clinical Competency Committee (CCC) meeting preparation and other meetings and activities as requested.
• Assists the program director in oversight of planning and implementation of faculty development activities.
• Assist the program director and faculty in developing and implementing residency improvement projects. May be responsible for CME.
• Coordinates travel plans and oversee preparation of travel vouchers for residents, director, assistant director, and faculty for approved program travel.
• Manages and monitors the program cost center budget.

Residents

• Coordinates the resident recruitment processes, including the initial screening, and processing of applications; evaluate residency applications for completeness; notify applicants of decision to interview and schedule interviews; correspond with applicants; gather interview summary information, and submit NRMP rank order lists.
• Assists residents in becoming acclimated to the educational settings and CCHS policies and procedures and collaborates with Academic Affairs in the preparation and implementation of new resident orientation. Plans, organizes, and schedules program‑specific new resident orientation.
• Responsible for accurate and complete confidential files and records of residents. Monitors duty hours, evaluations, out‑patient rotations, procedure logs and scholarly activities for accuracy and completion.
• Responsible for implementation and execution of the use of New Innovations and/or other Residency Management Software as utilized on individual program basis; will act as the departmental expert of these systems.
• Schedules, coordinates, and proctors in‑training exams.
• Organizes and coordinates all residency program social events.

Medical Students and other Allied Health Learners

• Establish a first contact liaison to the students, faculty, residents, community sites, and school administration for any issues or questions relating to the student(s).
• Ensure all education rotation activity is in accordance with student program requirements.
• Ensure the coordination of daily operations of the student education programs; make sure necessary tasks are prioritized appropriately and any changes initiated and issues that arise are resolved expeditiously.
• Understand the curriculum, educational goals, policies, and standards of the clerkship and the medical school.
• Oversee the student evaluation and grading process and the maintenance of complete and accurate student files.
• Understand the major responsibilities of other interacting departments, (i.e. medical student affairs, medical education, registrar, area health education center).
• Know the medical school calendar(s) and courses offered.
• Supervise the proper implementation of the student lectures/orientation when applicable.

Miscellaneous

• Develops processes to improve office efficiency by standardizing formats for routine correspondence and periodically reviews office workflow and identifies areas for improved efficiency.
• Identifies and implements processes to improve quality and customer service.
• Exemplifies and represents hospital by being the liaison between the residency program and other programs.
• Performs assigned work safely, adhering to established program safety rules and practices. Reports to the appropriate personnel, in a timely fashion, any unsafe activities, hazards, or safety violations that may cause injury to oneself, other employees, patients and visitors.
• Abides by all Christie Care Health System and program policies.
• Performs other related duties as required.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

• Associate's Degree required. Bachelor's Degree in Office Administration/Secretarial Science/relevant degree preferred, or minimum of one (1) to three (3) years' experience demonstrating knowledge and skills relevant to the position.
• At least three (3) years progressive administrative assistant experience or equivalent required. Experience working in Graduate Medical Education preferred.
• Successful office management experience with prior supervisory experience preferred.
• Familiarity with the organization and processes of medical education or ability to learn.

KNOWLEDGE, SKILL, AND ABILITY REQUIREMENTS

• Proficient in multi‑tasking, problem‑solving, prioritizing, organizing, and planning.
• Supervisory skills: ability to delegate tasks and supervise workflow of department.
• Ability to work independently and in a collaborative team environment consisting of a diverse population. Ability to work in a challenging environment. Adaptability and flexibility to changes in work environment.
• Excellent communication (oral and written) and interpersonal skills. Excellent language, sentence structure, spelling, grammar, and punctuation skills and ability to copy edit documents created by program director.
• Proficient in Microsoft applications, CCHS products and programs and standard office equipment.
• Willingness to learn new software applications.
• Working knowledge of applications and processes relevant to residency programs, including advanced knowledge of residency evaluation software and databases; resident application services; resident matching programs; resident licensure; visa regulations; accrediting bodies (e.g., ACGME, ACCME, CMS, Joint Commission, OSHA, and/or other discipline‑specific accrediting and regulatory bodies); and must have thorough knowledge of institution‑specific accreditation requirements.

SPECIAL REQUIREMENTS

• Training Administrators in Graduate Medical Education (TAGME) preferred.

WORKING CONDITIONS

• After hours, evening, weekend work, and travel may be required.
• Hybrid- one day a week remote permitted.

Annual Compensation Range $61,984.00 - $92,996.80This pay rate/range represents ChristianaCare's good faith and reasonable estimate of compensation at the time of posting. The actual salary within this range offered to a successful candidate will depend on individual factors including without limitation skills, relevant experience, and qualifications as they relate to specific job requirements.

Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community, and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.

Post End Date

Sep 29, 2026

EEO Posting Statement

ChristianaCare offers a competitive suite of employee benefits to maximize the wellness of you and your family, including health insurance, paid time off, retirement, an employee assistance program. To learn more about our benefits for eligible positions visit https://careers.christianacare.org/benefits-compensation/