Residency Coordinator (Clinical Education Coordinator)

Indiana University; Indianapolis (IN); On-site; USD 34,000 - 35,000; Full time

Benefits offered by this job

Medical and dental insurance

Health savings account

Paid holidays and winter break

Tuition subsidy

Paid time off

Job summary

The Indiana University School of Dentistry in Indianapolis seeks a Residency Coordinator for the Oral and Maxillofacial Surgery Residency Program. You will serve as a key liaison among residents, the residency director, faculty, Graduate Medical Education, and hospital departments to ensure smooth program operations.

Responsibilities include managing resident and faculty call schedules, rotation planning, interviews, onboarding, evaluations, and compliance with CODA requirements.

Qualifications

• High school diploma or equivalent is required.
• 4 years of experience in administration, office management, or program coordination.
• Experience in a clinical or academic setting is preferred.

Responsibilities

• Manage resident and faculty call schedules and upload changes to Axium, Lightning Bolt, and MedHub.
• Maintain resident rotation schedules and coordinate conferences, meetings, and educational activities.
• Coordinate resident interviews, orientation, onboarding, evaluations, externships, and offboarding.
• Maintain resident tracking, licenses, credentials, VA credentials, work hours, coding and ethics requirements, badges, keys, iPads, and other program requirements.
• Complete and maintain required GME reports, residency documentation, and SOPs.
• Coordinate OMSITE examination activities and support CODA accreditation requirements.
• Manage Emburse reconciliation, hospitality expenses, and related administrative responsibilities.
• Coordinate resident graduation activities, including certificates and the graduation ceremony.
• Maintain confidential residency records and ensure deadlines and compliance requirements are met.
• Provide ongoing administrative support and communication to residents, faculty, leadership, and GME.

Skills

Proficient communication

Professionalism

Time management

Quality oriented

Fast-paced environment

Initiative

Customer relationships

Education

High school diploma or equivalent

Job description

DENTISTRY-ORAL SURGERY/HOSP (IN-DSOS-IUINA)

The Indiana University (IU) School of Dentistry has been advancing oral health in the state and beyond since 1879, when it was founded as the Indiana Dental College. Over the past 140 years, we've become a national leader in preparing oral health professionals, conducting innovative research that has an impact on patients and the profession, and providing patient-centered care.

The Department of Oral and Maxillofacial Surgery and Hospital Dentistry is a multidisciplinary hospital and office-based practice at the IU School of Dentistry and IU Health University Hospital. Our Department provides the full scope of oral and maxillofacial surgery specialty care, guided by our mission to excel in patient care, teaching, and education while promoting research and community engagement throughout Indiana and beyond.

The Residency Coordinator provides administrative and operational support for the Oral and Maxillofacial Surgery (OMS) Residency Program and serves as a key liaison between residents, residency director, faculty, department leadership, Graduate Medical Education (GME), and hospital departments.

Department-Specific Responsibilities

• Manages resident and faculty call schedules, including assignments, changes, distribution, and schedule uploads to Axium, Lightning Bolt, and MedHub.
• Maintains resident rotation schedules and coordinates departmental conferences, meetings, and educational activities.
• Coordinates resident interviews, orientation, onboarding, evaluations, externships, and offboarding.
• Maintains resident tracking, including licenses, credentials, VA credentials, work hours, coding and ethics requirements, badges, keys, iPads, and other program requirements.
• Completes and maintains required GME reports, residency documentation, and standard operating procedures (SOPs).
• Coordinates OMSITE examination activities and supports Commission on Dental Accreditation (CODA) accreditation requirements.
• Manages Emburse reconciliation, hospitality expenses, and related administrative responsibilities.
• Coordinates resident graduation activities, including certificates and the graduation ceremony.
• Manages I-9 and badge processes and assists with other departmental administrative needs.
• Maintains accurate and confidential residency records and ensures deadlines and compliance requirements are met.
• Provides ongoing administrative support and communication to residents, faculty, leadership, and GME.

General Responsibilities

• Provides administrative support to the department, such as managing calendars, answering phone calls, creating routine and confidential correspondence, drafting reports and presentations, and arranging meetings and conferences.
• Schedules rotations and clinic hours for members. May arrange extracurricular activities.
• Counsels current and incoming residents on administrative issues such as scheduling, rotation requirements, benefits, and leave.
• Coordinates activities related to recruitment, including events, screening, interviewing, reference checks, and orientation for candidates.
• Maintains ongoing documentation with respect to accuracy, confidentiality, and accessibility.
• Implements program improvement projects from initiation to execution.
• Offers recommendations to improve program administration and/or the overall quality of care.
• Participates in the planning and development of academic and clinical requirements to ensure that all accreditation standards are maintained.

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED).

WORK EXPERIENCE

Required

• 4 years of experience in administration, office management, or program coordination.

Preferred

• Experience in a clinical or academic setting.

Skills

Required

• Proficient communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast paced, dynamic environment.
• Highly thorough and dependable.
• Possesses a high degree of initiative.
• Ability to build strong customer relationships.

Preferred

• Strong organizational, communication, and time-management skills.
• Ability to manage multiple priorities and deadlines with accuracy and confidentiality.
• Ability to work independently and collaboratively in a fast-paced healthcare environment.

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Learn more about the the TMJ Institute.

IU School of Dentistry

Indianapolis, Indiana

This is an in-person position.

$24.50 - 25.26 per hour based on experience and internal equity

This is a full-time position, Monday through Friday.

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Career Level: Mastery

FLSA: Nonexempt

Job Function: Health Services

Job Family: Clinical Education

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at [e-mail] or by visiting IUPD.

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