Residency/Fellowship Education Coordinator II

Tufts Medical Center, Inc.; Boston (MA); On-site; USD 37,000 - 47,000; Full time

Job summary

Tufts Medicine seeks an experienced residency program coordinator to provide administrative and operational support for the residency program, ensuring ACGME compliance, managing scheduling, evaluations, and recruitment activities. You will serve as the primary contact for residents, fellows, faculty, and leadership, ensuring smooth program operations.

The role requires strong organizational, communication, and problem‑solving skills and familiarity with New Innovations, ERAS, NRMP,

Qualifications

• Associate's degree OR completion of two years of a Bachelor's program.
• One year of administrative experience.
• Bachelor's degree in healthcare administration, education, or related field (preferred).
• Three years of administrative experience in healthcare or academic setting (preferred).
• Experience with GME, ACGME accreditation, and program coordination (preferred).

Responsibilities

• Maintain and distribute a resident handbook with policies and procedures.
• Process and track CME resident reimbursements.
• Coordinate and administer in-training examinations for residents.
• Manage daily operations of the residency program per policies.
• Maintain records for accreditation, evaluation, and reporting.
• Coordinate CCC meetings and track milestone completion in ACGME portals.
• Manage PEC meetings and ensure compliance with standards.
• Attend monthly coordinator meetings hosted by GME.
• Schedule clinical and didactic sessions with faculty and residents.
• Oversee resident rotation schedules and interdepartmental coordination.
• Organize evaluations, faculty feedback, and milestones in New Innovations.
• Manage block schedule setup in MedScheduler and sync with New Innovations.
• Oversee New Innovations and residency program evaluation system.
• Track evaluations completions and send reminders.
• Coordinate residency recruitment via ERAS and NRMP; plan interview days.
• Support Thalamus scheduling for applicant interviews.
• Assist onboarding for new trainees including credentialing and orientation.
• Maintain ACGME-mandated records and reporting for accreditation.
• Assist with annual program updates via WebADS.
• Upload milestones to ACGME and specialty boards.
• Assist with self-study and site visit prep for accreditation.
• Organize events like graduation and intern orientation.
• Maintain residency praise documentation and positive feedback records.
• Manage one-time payments and time-off requests for residents.

Skills

Strong organizational

Project management

Communication skills

Attention to detail

Discretion

Education

Associate's degree or 2-year Bachelor's

Bachelor's degree in healthcare administration/education (preferred)

Tools

Microsoft Office Suite

New Innovations

ERAS/NRMP

MedScheduler

Job description

Job Profile Summary

This role focuses on supporting the education and development of employees or students by developing education, curricula, materials, and programs to support educational growth. In addition, this role focuses on performing the following Higher Education duties:Works directly with clinical and academic staff to design and deliver academic and clinical education. An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a "hands on" environment. The majority of time is spent in the delivery of support services or activities, typically under supervision. An experienced level role that requires basic knowledge of job procedures and tools obtained through work experience and may require vocational or technical education. Works under moderate supervision, problems are typically of a routine nature, but may at times require interpretation or deviation from standard procedures, and communicates information that requires some explanation or interpretation.

Job Overview

This position provides administrative and operational support for the residency program at Tufts Medical Center. Ensures compliance with Accreditation Council for Graduate Medical Education (ACGME) standards, manages scheduling, coordinates evaluations, and facilitates program logistics. Serves as the key point of contact for residents, fellows, faculty, and institutional leadership related to educational needs and requirements, ensuring smooth program operations.

This position plays a crucial role in managing educational activities, recruitment, accreditation compliance, and resident tracking while maintaining program efficiency and alignment with institutional goals. Responsible for overseeing the daily administrative functions of the residency program and ensuring adherence to GME guidelines and accreditation standards. Requires strong organizational, communication, and problem-solving skills to support program directors, faculty, and trainees in a fast-paced academic medical center environment.

Job Description

Minimum Qualifications

1. 1. Associate's degree OR Completion of Two (2) years of a Bachelor's degree program.
2. 2. One (1) year of administrative experience.

Preferred Qualifications

1. 1. Bachelor's degree in healthcare administration, education, or a related field.
2. 2. Three (3) years of administrative experience in a healthcare or academic setting.
3. 3. Experience with GME, ACGME accreditation, and program coordination.

Duties and Responsibilities

The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.

1. 1. Works with program leadership to maintain and distribute a resident's handbook, which will include department specific policies, procedures, and information.
2. 2. Processes and tracks CME resident reimbursements for qualifying educational expenses.
3. 3. Coordinates and administers in-training examinations for residents.
4. 4. Manages daily operations of residency program, ensuring compliance with ACGME and institutional policies.
5. 5. Maintains accurate records and documentation for accreditation, evaluation, and reporting purposes.
6. 6. Coordinates bi-annual Clinical Competency Committee (CCC) meetings and tracks milestone completion on ACGME portals.
7. 7. Manages Program Evaluation Committee (PEC) meetings, ensuring compliance with ACGME standards.
8. 8. Mandatory attendance to the monthly coordinator meeting hosted by GME.
9. 9. Coordinates clinical and didactic schedules, ensuring appropriate faculty and resident assignments.
10. 10. Oversees resident rotation schedules, working with program leadership and hospital departments.
11. 11. Organizes and tracks evaluations, faculty feedback, and performance milestones using New Innovations.
12. 12. Enters and manages block schedule setup in MedScheduler and ensures synchronization with New Innovations.
13. 13. Manages New Innovations and the residency program evaluation system. Enters and creates new evaluation forms and tracks duty hours.
14. 14. Tracks faculty and resident completion of evaluations and sends out reminders
15. 15. Manages residency and fellowship recruitment via ERAS and NRMP, coordinating interview days and faculty assignments.
16. 16. Supports Thalamus scheduling for applicant interviews and assists on interview days.
17. 17. Facilitates onboarding for new trainees, including credentialing, orientation, and compliance documentation.
18. 18. Maintains ACGME-mandated records and reporting, including program evaluations and resident performance tracking.
19. 19. Supports annual program updates via WebADS.
20. 20. Uploads milestones twice a year to the ACGME and specialty board platform.
21. 21. Assists with self-study and site visit preparation to ensure continued accreditation.
22. 22. Organizes and supports special events, including graduation and intern orientation.
23. 23. Maintains resident praise documentation, tracking positive feedback and commendations.
24. 24. Manages one-time payments and time off requests for residents.
25. 25. Ensures accurate program letters of agreement (PLAs) per ACGME and institutional guidelines, collects signatures, and submits to GME for review and finalization.

Physical Requirements

1. 1. Occasionally lift and/or move up to 25 lbs.
2. 2. Primarily a sedentary role, but may involve walking, standing, and operating office equipment.
3. 3. Frequent communication via phone, email, and in-person meetings.

Skills & Abilities

1. 1. Strong organizational and project management skills.
2. 2. Excellent communication and interpersonal skills.
3. 3. Ability to manage multiple priorities in a fast-paced environment.
4. 4. Experience with Microsoft Office Suite, New Innovations, ERAS, and MedScheduler.
5. 5. High-level attention to detail, discretion, and professionalism.

At Tufts Medicine, we want every individual to feel valued for the skills and experience they bring. Our compensation philosophy is designed to offer fair, competitive pay that attracts, retains, and motivates highly talented individuals, while rewarding the important work you do every day.

The base pay ranges reflect the minimum qualifications for the role. Individual offers are determined using a comprehensive approach that considers relevant experience, certifications, education, skills, and internal equity to ensure compensation is fair, consistent, and aligned with our business goals.

Beyond base pay, Tufts Medicine provides a comprehensive Total Rewards package that supports your health, financial security, and career growth-one of the many ways we invest in you so you can thrive both at work and outside of it.

Pay Range

$26.87 - $33.59

based on full-time equivalent