Residency/Fellowship Program Coordinator

NYU Langone Health; New York (NY); On-site; USD 56,000 - 76,000; Full time

Job summary

NYU Langone Health in New York, NY invites a Residency/Fellowship Program Coordinator to lead and manage the Internal Medicine Residency Program's educational and administrative operations, ensure accreditation timelines, and develop efficient processes.

You will work with the Program Director, APDs, faculty and residents, oversee recruitment, onboarding, scheduling, data systems like New Innovations, and coordinate evaluations, budgets, and meetings.

Qualifications

• BA Degree plus 2-3 years of responsible office administration experience, preferably in medical education or a healthcare setting.
• Excellent communication, interpersonal, computer and organizational skills.
• The ideal candidate must be able to work independently and manage multiple priorities.

Responsibilities

• Lead and independently oversee the planning, coordination, and day-to-day operations of the Internal Medicine Residency Program, establishing priorities and workflows to meet objectives and timelines.
• Serve as a primary subject-matter resource for the Program Director, APDs, chief residents, faculty, staff, residents, and institutional partners regarding processes and systems.
• Independently assess program needs; analyze data and policies; determine actions; develop recommendations and improvements for leadership.
• Develop, implement, maintain, and evaluate program procedures, workflows, guidelines, tracking tools, communication processes, and training resources.
• Lead and manage the annual resident recruitment and selection process, including ERAS, interview logistics, communications, ranking, and post-Match activities.
• Manage resident onboarding, credentialing, compliance, and off-boarding with GME and affiliated sites.
• Oversee resident scheduling, rotation coordination, academic calendars, and conference activities; resolve conflicts.
• Manage residency program systems and records (New Innovations, etc.); ensure data quality and accessibility for operations and accreditation.
• Coordinate evaluation processes, program evaluations, and data collection for accreditation; provide leadership with findings.
• Coordinate program finances and administrative operations, including reimbursements, invoices, and budgets.
• Lead and independently manage residency program meetings, orientations, and educational events.

Skills

Communication

Interpersonal skills

Organizational skills

Education

Bachelor's degree

Job description

Position Summary

We have an exciting opportunity to join our team as a Residency/Fellowship Program Coordinator.

The Program Coordinator leads and manages the educational and administrative operations of the Internal Medicine Residency Program, overseeing program activities, requirements, timelines, and processes. The Coordinator evaluates program needs, analyzes information, identifies operational issues and opportunities for improvement, and develops and implements solutions, procedures, workflows, guidelines, tracking systems, and resources to support effective and compliant program operations.

The Coordinator maintains comprehensive knowledge of residency program operations, institutional requirements, and GME processes and serves as a primary subject‑matter resource and trusted source of information for the Program Director (PD), Associate Program Directors (APDs), chief residents, faculty, staff, residents, the GME Office, and affiliated institutions. The Coordinator provides guidance on program processes and complex operational matters and provides recommendations to program leadership to support effective decision‑making and continuous improvement.

Job Responsibilities

• Lead and independently oversee the planning, coordination, and day-to-day operations of the Internal Medicine Residency Program, establishing priorities, determining appropriate workflows, and making operational decisions to ensure program objectives, accreditation requirements, and timelines are met.
• Serve as a primary subject‑matter resource and source of knowledge for the Program Director, Associate Program Directors, chief residents, faculty, staff, residents, and institutional partners regarding residency program processes, requirements, systems, timelines, and operational practices. Provide informed guidance and recommendations and proactively identify issues that may affect program operations.
• Independently assess program needs and operational issues; analyze data, policies, requirements, and available information; determine appropriate courses of action; and develop recommendations, solutions, and process improvements for program leadership.
• Develop, implement, maintain, and evaluate program procedures, workflows, guidelines, tracking tools, communication processes, and training resources. Determine when existing processes require modification and recommend or implement changes to improve efficiency, consistency, compliance, and the resident and faculty experience.
• Lead and manage the annual resident recruitment and selection process, including ERAS and related recruitment systems, application review and screening processes, interview scheduling and logistics, applicant communications, interview committee coordination, recruitment events, ranking preparation, and post‑Match activities. Independently manage recruitment timelines and resolve issues or exceptions as they arise.
• Manages resident onboarding, appointment, credentialing, compliance, and off‑boarding processes in coordination with GME, House Staff Offices, affiliated hospitals, and other institutional stakeholders. Establish and monitor deadlines, identify missing or incomplete requirements, determine follow‑up actions, and resolve issues to support timely resident appointments and rotations.
• Oversee resident scheduling and program logistics, including rotation and elective coordination, academic calendars, clinical site requirements, conference and educational activities, and related tracking systems. Work with chief residents, faculty, and affiliated sites to identify conflicts, determine appropriate resolutions, and maintain accurate program schedules and records.
• Manage and maintain residency program systems, databases, documentation, and records, including New Innovations and other GME‑related platforms. Monitor data quality and completeness, independently identify discrepancies or system/process issues, determine appropriate corrections, and ensure program information is accurate and available for operational and accreditation needs.
• Coordinate and oversee resident and faculty evaluation processes, program evaluations, required documentation, and accreditation‑related data collection. Review information for completeness and compliance, identify trends or concerns, and provide program leadership with recommendations based on the information reviewed.
• Coordinate program finances and administrative operations, including reimbursements, purchase requisitions, check requests, invoices, educational expenses, and program‑related budgets or expenditures. Exercise judgment in determining appropriate processing, documentation, and follow‑up and serve as a resource to program leadership and staff regarding applicable processes.
• Lead and independently manage residency program meetings, orientations, retreats, recruitment events, educational events, and other initiatives. Determine logistical needs, establish timelines, coordinate stakeholders, and ensure successful execution of activities involving residents, faculty, applicants, and institutional partners.

Minimum Qualifications

To qualify you must have a BA Degree plus 2-3 years of responsible office administration experience, preferably in medical education or a healthcare setting, or equivalent combination of education and experience; excellent communication, interpersonal, computer and organizational skills. Excellent attention to detail. The ideal candidate must be able to work independently and manage multiple priorities.

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Grossman School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents. At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time‑off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well‑being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.

NYU Grossman School of Medicine is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.

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NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $66,299.99 - $66,300.00 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

To view the Pay Transparency Notice, please click here