Ophthalmology Residency Program Administrator

University of Minnesota; Saint Paul (MN); Hybrid; USD 65,000 - 90,000; Full time

Job summary

The University of Minnesota Ophthalmology Department seeks a Program Administrator to lead daily operations for the Residency, Fellowship, and UME programs. Reporting to the Education Manager, you will ensure compliance with ACGME, ABO, and institutional standards while coordinating accreditation activities and educational programming.

Hybrid role with on-campus presence three days per week; some evenings and weekends as needed to support academic activities.

Responsibilities

• Lead day-to-day administrative operations for the Ophthalmology Residency Program, ensuring compliance with ACGME, ABO, University and departmental requirements.
• Manage accreditation activities and regulatory documentation, including ADS updates, self-study preparations, site visits, and quality improvement initiatives.
• Direct CCC and PEC operations, including evaluation management, milestone reporting, and meeting documentation.
• Maintain residency management systems, academic files, resident duty hour tracking, assessment data, and training site agreements.
• Serve as primary administrative liaison between the University GME Office, ACGME, ABO, hospitals, and external regulators.

Job description

Job Details

• Job ID: 375889
• Location: Twin Cities
• Job Family: Administration
• Employment Type: Full-Time
• Schedule: Regular
• Job Code: 8202ME
• Employee Class: Civil Service

Position Summary:

Under the supervision of the Education Manager and in collaboration with the Residency Program Director and Department Leadership, the Ophthalmology Program Administrator serves primarily as the administrative lead for the Ophthalmology Residency Program, managing daily operations in accordance with ACGME Common and Specialty Requirements. The position also oversees administrative operations for the department's Fellowship and Undergraduate Medical Education programs.

As a key member of the education leadership team, the Ophthalmology Residency Program Administrator provides operational leadership for accreditation, recruitment, educational programming, and resident/fellow lifecycle management. Exercising independent judgment to optimize processes and balance competing priorities, the role ensures ongoing program excellence and compliance with institutional, accreditation, and specialty board standards while serving as a trusted advisor and primary administrative liaison to medical students, residents, fellows, faculty, staff, department leadership, the UMN Graduate Medical Education Office, affiliated training sites, and external regulatory organizations.

This position is performed in a hybrid work environment, with a minimum of three days per week on campus. Some evening and weekend work is required to support educational programming (infrequent with ample notice).

Essential Duties:

75% - Residency Program Administrator

Program Administration, Accreditation & Compliance

• Lead day-to-day administrative operations of the Ophthalmology Residency Program, ensuring full compliance with ACGME, ABO, University, and departmental requirements.
• Manage annual accreditation activities and regulatory documentation, including ADS updates, self-study preparations, site visits, and continuous quality improvement initiatives.
• Direct Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC) operations, including evaluation management, milestone reporting, and meeting documentation.
• Maintain residency management systems, academic files, resident duty hour tracking, assessment data, and affiliated training site agreements.
• Serve as the primary administrative liaison between the University GME Office, ACGME, ABO, affiliated hospitals, and external regulatory organizations.

Resident Lifecycle & Educational Operations

• Manage administrative processes supporting residents through the entire training lifecycle, including onboarding, orientation, annual promotion, graduation, and offboarding.
• Oversee educational scheduling and daily operations, including curriculum calendars, educational events, leave tracking, call schedule and mandatory institutional training.
• Support resident welfare and administrative needs by assisting with HR processes, wellness resources, occupational injury reporting, and institutional policy guidance.

Recruitment & Selection

• Coordinate all administrative aspects of resident and fellow recruitment, overseeing the SF Match platform, application screening, interview scheduling, applicant communications, and ranking meetings.
• Partner with program leadership to execute recruitment marketing strategies and implement process improvements.

Faculty, Committee & Administrative Support

• Provide administrative support to education leadership, serving as the primary resource on policies and procedures for faculty, trainees, and staff.
• Direct meeting administration for departmental education committees (including the CCC and PEC), including agendas, meeting materials, minute-taking, and action-item tracking.
• Analyze program data, compile operational reports, and recommend administrative process improvements to support departmental decision-making.

15% - Undergraduate Medical Education (UME) Coordinator

• Point of Contact/Subject Matter Expert: Primary departmental liaison for medical students and UME staff. Attends meetings and stays current on policies, processes and duties.
• Course Administration: Manages elective operations with the UME Director, including curriculum updates, scheduling, evaluations, and grade reporting.
• Student Support: Coordinates student schedules, course expectations, and onboarding compliance.
• Event Support: Partners with the UME Director and Interest Group to assist with student outreach events.

10% - Fellowship Program Administrator

• Recruitment & Onboarding: Collect candidate applications, organize interview schedules, coordinate onboarding, and communicate program requirements and HR paperwork.
• Evaluations & Tracking: Distribute and ensure completion of fellow evaluations, faculty evaluations, and annual program reviews.

Administrative Operations: Submit required documentation to the central GME office, track leave requests, and maintain core fellow personnel files.