Residency Program Admin II

UMass Chan Medical School; Worcester (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

University of Massachusetts Chan Medical School in Worcester seeks a Residency Program Administrator II to provide operational management of the core residency program, including recruitment, onboarding, orientation, evaluation systems, data management and accreditation processes.

Under the Residency Program Director, this role oversees personnel management, budgeting, regulatory compliance, and collaboration with training sites, ensuring smooth operations, timely reporting, and ongoing program

Qualifications

• Bachelor's degree in business or education or equivalent experience.
• Minimum 3 years experience in health care or academic setting including supervisory experience.
• Knowledge of accreditation requirements for graduate medical education and specialty boards certification preferred.
• Proficient use of Microsoft Office (Word, Excel, Outlook, PowerPoint) and databases; able to quickly learn additional software programs and web-based systems.
• Demonstrated budgeting experience, record keeping skills, and administering management practices.
• Demonstrated project management and organizational skills with ability to set priorities, multi-task, and delegate tasks.
• Excellent interpersonal, verbal and written communication skills.

Responsibilities

• Oversee daily personnel management for residency programs and serve as the primary contact for program administrative matters.
• Coordinate recruitment and selection including screening applications, ranking, and interview logistics.
• Coordinate with training sites on rotation schedules, electives, and assignments for participants.
• Ensure data collection and reporting for national surveys and accreditation programs (NRMP, AMA, ACGME).
• Develop and implement program evaluation systems and ensure compliance with UMMS and ACGME requirements.
• Assist in accreditation documents and internal reviews and related program correspondence.
• Assist in planning committees, curriculum development, and strategic planning.
• Design and maintain program website and recruitment materials for effectiveness.

Skills

Interpersonal skills

Verbal and written communication

Project management

Organizational skills

Budgeting

Supervisory experience

Time management

Education

Bachelor's degree in business or education

Tools

Microsoft Office

Databases

Job description

General Summary Of Position

Under the direction of the Residency Program Director, the Residency Program Administrator II provides operational management of the core residency program including recruitment, on-boarding, orientation, evaluation systems, data management and program accreditation. The Administrator implements and coordinates personnel and regulatory procedures for incoming, continuing and graduating residents.

Major Responsibilities

• Oversee daily personnel management for programs, as the primary contact for program administrative matters and resource for participants within UMMS, outside affiliated teaching sites and external regulatory agencies. Answer questions, evaluate and resolve minor problems, making referrals as appropriate.
• Oversee the management of the recruitment and selection process including screening of all applications, applicant ranking and submission of resident Rank Order List. Coordinate interview days and meet with applicants.
• Coordinate with designee(s) training site rotation schedules, clinic schedules, electives and other assignments for program participates
• Complete required national and hospital surveys, collating and reporting program and trainee data. Ensure timely participation in various databases and programs including National Resident Matching Program, AMA and AAMC reporting and ACGME data tracking systems. .
• Participate in the development and implementation of program evaluation systems and ensure full compliance with UMMS and ACGME requirements for evaluation of residents, faculty, rotations and the program through a variety of evaluation tools. Provide training and support to participants and faculty. Recommend modifications and improvements to the evaluation system. Retrieve and analyze evaluation data and make recommendations for program improvement.
• Monitor compliance with ACGME requirements. Assist the Program Director with development of accreditation documents and institutional internal reviews and all related program correspondence
• Participate in program committees and is actively involved in strategic planning, curriculum development and program implementation
• Assist in the design and evaluation of program web site and recruitment materials, evaluate effectiveness of materials, recommend improvements, and maintain web site
• Coordinate outside and visiting electives including preparing required documentation and program letters of agreement to ensure compliance with UMMS policies and procedures.
• Manage or delegate management of special events such as orientation, graduation, conferences, grand rounds, guest speakers, and other formal didactic events.
• Supervise support staff including hiring, performance management, workflow and problem resolution. Train staff regarding UMMS programs and resolving problems for participants.
• Prepare letters and verifications for Board eligibility and credentialing and documentation for specialty board certification
• Prepare and monitor operating expense budget. Allocate funds and oversee preparation of appropriate documentation for expenditure of funds. May participate in department budget preparation.
• Perform other duties as required

Minimum Qualifications

• Bachelors degree in business or education or equivalent experience
• 3 years experience in health care or academic setting including supervisory experience
• Knowledge of accreditation requirements for graduate medical education and specialty boards certification preferred
• Proficient use of Microsoft Office (Word, Excel, Outlook, PowerPoint) and databases. Able to quickly learn additional software programs and web-based systems.
• Demonstrated experience in preparing budgets, record keeping skills, and administering management practices
• Demonstrated project management and organizational skills with ability to set priorities, work on multiple projects simultaneously, and delegate tasks
• Excellent interpersonal skills to effectively interact with all levels of personnel both internally and externally
• Excellent verbal and written communication skills

The University of Massachusetts Chan Medical School welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.