Residency Coordinator - Family & Community Medicine

Columbia University Irving Medical Center; New York (NY); On-site; USD 85,000 - 100,000; Full time

Job summary

Columbia University Irving Medical Center in New York seeks an experienced Residency Program Coordinator to support its ACGME-accredited Family Medicine Residency.

You will coordinate daily operations, manage accreditation processes, recruit residents, and handle records, scheduling, and educational activities within a fast-paced academic medical environment.

Qualifications

• Bachelor's degree or equivalent in education and experience required, plus three years related experience.
• Progressively responsible administrative experience, preferably in Graduate Medical Education, academic medicine, or a healthcare-related environment.
• Strong written, verbal, and interpersonal communication skills.
• Excellent organizational, project management, and multitasking abilities.
• Proficiency with Microsoft Office Suite and database management systems.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Ability to work independently while collaborating effectively with multidisciplinary teams.

Responsibilities

• Coordinate the daily administrative operations of the Family Medicine Residency Program.
• Serve as the primary administrative liaison for residents, faculty, applicants, institutional GME leadership, hospital departments, and external organizations.
• Provide administrative support to the Program Director, Associate Program Directors, Inpatient Director, and residency leadership.
• Maintain confidential resident, faculty, and program records in accordance with institutional and accreditation requirements.
• Manage residency program budgets and educational expenditures; coordinate purchasing of educational materials and resources.

Skills

Communication skills

Organizational skills

Project management

Multitasking

Microsoft Office

Database management

Discretion and professionalism

Customer service

Education

Bachelor's degree

Tools

ACGME ADS

New Innovations

MedHub

ERAS

NRMP

AAMC GME Track

ABFM RTM

Job description

Grade 104

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $85,000 - $100,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Department of Family & Community Medicine at Columbia University Irving Medical Center (CUIMC) and NewYork-Presbyterian Hospital seeks an experienced, highly organized, and collaborative Residency Program Coordinator to support the administration of its ACGME-accredited Family Medicine Residency Program.

The Residency Program Coordinator is a key member of the residency leadership team and is responsible for coordinating the daily administrative operations of the residency program and ensuring compliance with Accreditation Council for Graduate Medical Education (ACGME), American Board of Family Medicine (ABFM), institutional, and regulatory requirements. This position serves as the primary administrative resource for residents, faculty, program leadership, and institutional stakeholders, supporting all aspects of residency program administration, accreditation, recruitment, education, and resident affairs.

The ideal candidate is a detail-oriented professional with exceptional organizational, communication, and project management skills who thrives in a fast-paced academic medical environment.

Responsibilities

• Coordinate the daily administrative operations of the Family Medicine Residency Program.
• Serve as the primary administrative liaison for residents, faculty, applicants, institutional GME leadership, hospital departments, and external organizations.
• Provide administrative support to the Program Director, Associate Program Directors, Inpatient Director, and residency leadership.
• Maintain confidential resident, faculty, and program records in accordance with institutional and accreditation requirements.
• Manage multiple projects, deadlines, and competing priorities while maintaining a high level of professionalism and customer service.

Accreditation & Regulatory Compliance

• Ensure ongoing compliance with ACGME, ABFM, Columbia University, and NewYork-Presbyterian Hospital requirements.
• Maintain and update residency data and accreditation systems, including:
  • ACGME Accreditation Data System (ADS)
  • AAMC GME Track
  • ABFM Resident Training Management (RTM)
  • AAFP Resident Survey
• Prepare and maintain documentation required for accreditation reviews, internal audits, Annual Program Evaluation (APE), and site visits.
• Coordinate and track program quality improvement and accreditation-related activities.
• Maintain accurate records of program policies, procedures, and required educational documentation.

Resident Lifecycle Management

• Coordinate onboarding, orientation, credentialing, appointments, and reappointments for residents.
• Process academic and hospital appointments for incoming residents and faculty.
• Monitor resident licensure, certifications, visas (when applicable), and credentialing requirements.
• Track required documentation, immunizations, mandatory training, and compliance deadlines.
• Manage resident files and ensure all records remain current.

Scheduling and Resident Support

• Coordinate resident rotation schedules, continuity clinic schedules, call schedules, and faculty preceptor assignments.
• Monitor resident duty hours, vacation requests, leaves of absence, and educational conference attendance.
• Coordinate required certification and training programs, including BLS, ACLS, ALSO, NRP, and other residency requirements.
• Assist with resident graduation activities, awards ceremonies, retreats, educational events, and wellness initiatives.
• Support resident well-being through professional, confidential communication and administrative coordination.

Recruitment and Interview Season

• Coordinate all residency recruitment activities through ERAS and NRMP.
• Manage applicant communications, interview scheduling, virtual and in-person interview logistics, and recruitment events.
• Coordinate faculty interview schedules.
• Support application review processes, ranking meetings, and NRMP rank list preparation and submission.
• Coordinate second-look visits and recruitment outreach initiatives.

Educational and Committee Support

• Provide administrative support for residency committees and meetings, including:
  • Clinical Competency Committee (CCC)
  • Program Evaluation Committee (PEC)
  • Resident Council
  • Faculty Meetings
  • Recruitment Committee
  • Curriculum Committee, as applicable
• Prepare meeting agendas, minutes, reports, and follow-up materials.
• Assist in coordinating educational conferences, didactic sessions, workshops, simulations, and graduation activities.
• Support documentation and reporting related to resident evaluations and program outcomes.

Faculty and Credentialing Support

• Coordinate faculty appointments, annual renewals, and reappointments.
• Monitor faculty credentialing requirements, certifications, and expiration dates.
• Maintain faculty teaching records and educational activity documentation.
• Coordinate onboarding and orientation activities for faculty participating in the residency program.

Data Management and Reporting

• Collect, analyze, and prepare reports related to resident performance, program metrics, accreditation requirements, and institutional reporting.
• Maintain accurate databases, tracking systems, and reporting tools.
• Prepare reports and summaries for institutional leadership, departmental leadership, ACGME, ABFM, and other regulatory agencies as required.

Verification and Administrative Services

• Manage verification of training requests for current and former residents.
• Prepare correspondence, presentations, reports, and program communications.
• Maintain residency program policies, manuals, and website content.
• Coordinate dissemination of program information and updates to residents, faculty, and stakeholders.

Financial and Operational Support

• Assist with monitoring residency program budgets, educational expenditures, and reimbursement requests.
• Coordinate purchasing of educational materials, supplies, conference registrations, and residency-related resources.
• Support vendor relationships, contracts, and operational activities as needed.
• Perform other related duties and responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience required, plus three years related experience
• Progressively responsible administrative experience, preferably in Graduate Medical Education, academic medicine, or a healthcare-related environment.
• Demonstrated experience supporting complex programs, projects, or organizational operations.
• Strong written, verbal, and interpersonal communication skills.
• Excellent organizational, project management, and multitasking abilities.
• Proficiency with Microsoft Office Suite and database management systems.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Exceptional organizational and time-management skills.
• Ability to prioritize and manage multiple deadlines simultaneously.
• Strong customer service and relationship-management skills.
• Excellent attention to detail and commitment to accuracy.
• Critical thinking, problem-solving, and sound judgment.
• Ability to work independently while collaborating effectively with multidisciplinary teams.
• Professionalism, discretion, adaptability, and a commitment to excellence in graduate medical education.
• Strong initiative with the ability to anticipate program needs and proactively address challenges.

Preferred Qualifications

• Experience supporting an ACGME-accredited residency or fellowship program.
• Knowledge of graduate medical education accreditation and regulatory requirements.
• Experience with ACGME ADS, New Innovations, MedHub, ERAS, NRMP, AAMC GME Track, and ABFM RTM.
• Experience coordinating complex schedules involving multiple stakeholders.
• Prior experience in an academic medical center, teaching hospital, or healthcare education environment.
• Familiarity with resident recruitment, onboarding, credentialing, and accreditation activities.

Other Requirements

• Successful completion of applicable compliance and systems training requirements.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.