Residency Coordinator - Full Time

Northeastern Health System; Tahlequah (OK); On-site; USD 45,000 - 65,000; Full time

Job summary

Northeastern Health System in Tahlequah, OK seeks a Residency Program Coordinator for the Internal Medicine Residency. You will provide comprehensive administrative support to the GME Office and coordinate daily operations in alignment with ACGME requirements.

Reporting to the Program Director and VP of Physician Services, you will manage ERAS and NRMP processes, maintain confidential resident records, coordinate payroll, and support evaluation and milestone reporting.

Qualifications

• Minimum Education - High School or equivalent; some college preferred.
• Minimum Experience - at least 3 years in office management; supervisory experience preferred.
• Preferred Education - Bachelor's Degree in Business Administration or related field.
• Preferred Experience - Supervisory experience in a health care environment.

Responsibilities

• Maintains confidential electronic and physical files for residents per ACGME standards.
• Manages ERAS recruitment, interview scheduling, and communications with applicants.
• Coordinates resident payroll tracking and PTO, sick leave, FMLA, and schedule changes.
• Monitors compliance with program policies, evaluations, and milestones.
• Supports data collection, reports, and site visits for audits and surveys.

Skills

Administrative support

GME Coordination

Data management

Regulatory compliance

Education

Bachelor's degree in Business Administration

High School diploma or equivalent

Tools

ERAS

NRMP

ADS

Job description

• Job Category Residency Coordinator
• Employee Type Full-Time

Contact information

• Name Sharee Maggard - Healthcare Recruiter
• Phone [phone] Call or Text

Description

Position Summary

Provides comprehensive administrative support to the Graduate Medical Education (GME) Office. Serves as the Residency Program Coordinator for the Internal Medicine Residency Program at Northeastern Health System (NHS), reporting directly to the Program Director and the VP of Physician Services. Oversees day-to-day program operations in compliance with Accreditation Council for Graduate Medical Education (ACGME) requirements. Acts as a liaison between the program, faculty, residents, hospital leadership, and external organizations.

Position Accountabilities

Maintains established departmental policies and procedures, objectives, quality assurance program, safety, environmental and infection control

standards.

Functions as the primary point of contact between the residency program and hospital departments, external partners, and regulatory agencies.

Maintains complete and confidential electronic and physical files for all residents in compliance with ACGME documentation standards.

Manages and updates faculty files, including licensure, board certification, CVs, and compliance with ACGME faculty development and evaluation requirements.

Tracks and verifies that all resident certifications, licensure, and professional documents remain current and accessible.

Coordinates resident payroll tracking, manages documentation for paid time off (PTO), sick leave, FMLA, and other schedule modifications.

Monitors resident compliance with program policies, training modules, evaluations, and institutional requirements.

Maintains GME tracking systems, including annual updates, institutional data collection, and milestone reporting in the ACGME Accreditation Data System (ADS).

Gathers and prepares data, reports, and summaries for use in internal meetings, surveys, site visits, and audits.

Manages the Electronic Residency Application Service (ERAS) for recruitment, including application review coordination, interview scheduling, and communication with applicants.

Inputs and manages annual National Resident Matching Program (NRMP) data and supports the match process in coordination with the Program Director.

Clinic Scheduling

• Coordinates clinic schedules for residents and supervising faculty in alignment with rotation blocks, vacation, and program requirements.

Evaluations

• Distributes and tracks timely completion of evaluations for residents, faculty, rotations, and program assessments.
• Supports the Clinical Competency Committee (CCC) by compiling milestone data and evaluation summaries.

Provides high-level administrative support to the Program Director and Administrative Director of Medical Education, including meeting preparation, documentation, and follow-up.

Participates in ongoing professional development including webinars, national GME conferences, workshops, and certification (e.g., TAGME)

Attends and records minutes for meetings as required.

Performs additional duties as assigned to support the success of the residency program and GME office.

Requirements

Minimum Education- High School or equivalent; some college preferred

Minimum Experience- A minimum of three years of office management experience. Supervisory experience preferred.

Preferred Education - Bachelor’s Degree in Business Administration or related field.

Preferred Experience - Supervisor or supervisory administrative experience in a health care environment.

Summary

Do you have questions about starting your career with Northeastern Health System? Our healthcare recruiter is available to answer all of your questions related to any position.