Residency Program & Clinical Administrative Coordinator

SUNY Upstate Medical University; New York (NY); On-site; USD 36,000 - 56,000; Full time

Benefits offered by this job

Health insurance

Dental & Vision insurance

Tuition reimbursement

Paid time off

Job summary

SUNY Upstate Medical University is seeking an Administrative Coordinator to support the Residency Program and clinical operations, coordinating resident scheduling, didactic events, and onboarding processes. This role acts as a central point for scheduling, committee meetings, and faculty support while ensuring compliance tracking.

Responsibilities include maintaining master schedules in Amion/Excel, arranging Noon Conferences, events, and mentor rosters, and handling onboarding/offboarding

Qualifications

• Bachelor's degree and 2 years of experience in an academic healthcare environment or equivalent.
• Excellent written/oral communication and interpersonal skills; strong organizational and analytical abilities.
• Proficiency with scheduling systems and office software is required.

Responsibilities

• Maintain and update master clinical and department schedules in scheduling systems (Amion, Excel).
• Distribute schedules, review monthly schedules with faculty, and process time-off requests.
• Coordinate daily Resident Noon Conferences including room reservations, vendor management, and meal orders.
• Schedule and manage educational events, workshops, and subspecialty tracks.
• Support onboarding/offboarding and mentor rosters; manage orientation logistics.

Skills

Communication

Organization

Analytical

Computers

Education

Bachelor's degree

Tools

Amion

Excel

Job description

Job Summary

Provides administrative, operational, and scheduling support for the Residency Program and clinical operations. This role serves as a central point of coordination for resident scheduling, didactic events, committee meetings, faculty support, compliance tracking, and onboarding/offboarding logistics.

Key Responsibilities

Scheduling & Staffing Operations

• Maintain and update master clinical and department schedules in scheduling systems (Amion, Excel).
• Distribute weekly and subspecialty schedules to teams in advance; issue monthly schedule reviews to faculty and process time-off requests.
• Generate monthly staffing reports for external clinical sites (e.g., VA) and maintain team computer/clinic identification systems.

Educational & Event Logistics

• Coordinate daily Resident Noon Conferences, including room reservations, vendor management, lunch orders, attendance tracking, and invoice submission.
• Schedule special educational events, workshops, and subspecialty educational tracks.
• Manage student clerkship assignments, connecting rotating students with designated resident mentors.

Resident Onboarding, Offboarding & Mentorship Support

• Execute annual intern orientation logistics, including materials preparation, badge access administration (C-Cure, DURESS), photo composite creation, and onboarding support.
• Facilitate the annual resident offboarding process, ensuring completion of check-out requirements.
• Maintain resident-mentor rosters and serve as an accessible point of guidance for incoming residents.

Meeting & Administrative Support

• Organize agendas, record minutes, and facilitate regular attendance for multidisciplinary, administrative, and clinical meetings.
• Provide comprehensive support to faculty, including document formatting, letters of recommendation, and reimbursement processing.
• Manage daily communication workflows, physical mail/courier coordination, and business supply ordering.

Evaluations, Compliance & Tracking

• Monitor and maintain records for required educational and compliance modules (e.g., PEAC, IHI, Blackboard/PCMH, RHIO administration).
• Process evaluation data across tracking systems (MedHub, Excel) and coordinate semi-annual review meetings with Associate Program Directors.
• Send routine clinical administrative reminders regarding outstanding documentation and chart completion.

Minimum Qualifications

Bachelor's degree in a related field and 2 years of experience preferably in an academic healthcare environment or equivalent combination of education and experience required.

Excellent written/oral communication, interpersonal, organizational, analytical, and computer skills required.

Preferred Qualifications

Administrative fellowship experience in an academic healthcare setting

Work Days

Monday through Friday daytime hours

Message To Applicants

Our benefits package includes health, dental and vision insurance, eligibility for employer 401k funding after 1 year (3% quarterly/5% annual on vesting schedule), tuition reimbursement, generous paid time off, including vacation and personal time, paid sick leave, holidays and floating holidays

G6: $25.75 - $40.62

Please note the salary information shown is a general guideline only. Salaries are based upon candidate skills, experience, and qualifications, as well as internal equity, market and business considerations.

Recruitment Office: MedBest Medical Management