Residency Program Coordinator

Meharry Medical College; Lexington (VA); On-site; USD 55,000 - 75,000; Full time

Job summary

Meharry Medical College in Lexington, VA is seeking a Residency Coordinator to support the Program Director and handle the administrative and clerical duties of the residency program. The role includes scheduling, documentation, audits, and liaison work with residents, faculty, and accrediting bodies.

You will develop rotation plans, maintain compliance records, support site visits, and assist in recruitment and program representation at events.

Qualifications

• Bachelor’s degree from an accredited college or university in Public Health, Education or Healthcare Administration or Public Administration.
• Minimum of three (3) years experience in an educational or administrative capacity.
• Prior GME experience preferred.

Responsibilities

• Manage and organize residency program schedules, time logs, leave requests, and calendars.
• Ensure compliance with accreditation requirements and documentation, including meetings and evaluations.
• Disseminate and monitor evaluations (rotation, self, peer, faculty) and manage program letters of agreements.
• Coordinate site visits and represent the program at national/local events.

Skills

Organizational skills

Attention to detail

Communication

Professionalism

Independent initiative

Interpersonal skills

Problem solving

Verbal and written communication

Education

Bachelor’s degree in Public Health, Education or Healthcare Administration

Tools

Novatus

Workday

ERAs

ACGME WebADS

GME Track

New Innovations

MyEvaluations

NRMP

Job description

The Residency Coordinator works with the Program Director to manage the administrative aspects of the residency program by performing a wide range of complex and confidential administrative and clerical duties to support program. The RC develops, supervises, and distributes monthly rotation and elective schedules, monthly time logs, leave requests, call schedules, and calendars. Generates and maintains daily office schedules for all residents and faculty in the residency program, cross-referenced with rotation and other responsibilities. Maintains necessary records for Medical Education and/or Accounting Department. Maintain biographical information on all residents and update information on alumni.

Daily Operations

• Ensures program is compliant with organizing and documenting accreditation requirements including, but not limited to, committee meetings, PD semi-annual meetings, summative evaluations, final evaluations, didactics and educational conferences, and scholarly activities

• Ensure program handbook/manual, policies, curriculums are updated annual and meet current requirements

• Disseminates and monitors the completion of evaluations (rotation, self, peer, faculty)

• Manages and monitors all Program Letters of Agreements

• Initiates the process for site visits from accreditation agencies, including, but not limited to ensuring requested documents are completed correctly before deadlines

• Serves as the key program representative at national and local events to increase program’s recognition and for recruitment purposes

• Lead logistics for all program/alumni events and activities, including orientations, retreats, career development forums, and commencement

• Develop and edit program’s marketing and advertisement materials, including website content and newsletters

• Manages and audits residents’ files for compliance

Required Skills

• Ability to work independently, take initiative, prioritize duties and work closely with other programs/projects.

• Be well organized, detail-oriented and have the ability to handle a variety of tasks simultaneously with a problem-solving approach.

• Experience working effectively with clients from diverse background, with sensitivity to people from diverse communities.

• Literacy and experience with computer office programs (MS Work, MS Excel, MS Outlook)

• Excellent written, verbal and telephone skills

• Microsoft Word, Excel, PowerPoint, Microsoft Outlook 360

• Knowledge of web-based data systems such as Novatus, Workday, ERAs, ACGME WebADs, GME Track, New Innovations, MyEvaluations, and NRMP

• Must possess the ability to function independently and know when to elevate issues to achieve and maintain high levels of successful project completion

• Must demonstrate critical thinking, problem‑solving, and independent decision‑making skills

• Must demonstrate organizational skills and be detailed oriented

• This position requires the ability to handle sensitive information with absolute confidentiality

• Must possess skills and abilities in accreditation and compliance

• Must possess skills and abilities in project and event development

• Excellent interpersonal, oral, and written communication skills and the ability to work effectively with a diverse community.

Required Education and Experience

• Bachelor’s degree from an accredited college or university in Public Health, Education or Healthcare Administration or Public Administration.

• Prior GME experience preferred

• Minimum of three (3) years experience in an educational or administrative capacity

Equal Employment Opportunity Statement

Meharry Medical College complies with Title IX and is an affirmative action employer. Candidates will be considered for employment without discrimination for an non‑merit reason such as race, color, national origin, sex, religion, age, handicap or veteran status.