Residency Program Coordinator - Psychiatry Administration

Mount Sinai; New York (NY); On-site; USD 66,000 - 85,000; Full time

Job summary

Mount Sinai is seeking a Residency Program Coordinator to ensure compliance with AMA/ACGME guidelines and manage day-to-day operations of residency/fellowship programs for residents, fellows, and Attendings. The role supports the Residency Program Director with house staff appointments, schedules, and records.

You will implement residency management software, maintain demographic data, coordinate orientation, and assist international applicants with visas, while ensuring timely documentation and

Qualifications

• Bachelor's degree or equivalent experience required.
• Minimum 3 years administrative experience in medical/academic setting.
• TAGME certification preferred.

Responsibilities

• Coordinate all aspects of resident/fellow interview process and verify credentials.
• Coordinate ERAS documents with HR for appointment of house staff; follow up on missing credentials.
• Implement New Innovations residency software modules, manage data and train staff, and maintain demographics in AMA tracking.
• Coordinate Orientation Day for new house staff and update program manual and clearance forms.
• Serve as a resource for house staff; communicate schedules, vacations, conferences, and leaves; assist with visa and credential requirements.
• Prepare resident/fellow schedules including didactic series, grand rounds, and events; coordinate lecturers and AV needs.
• Provide administrative oversight for residency and fellowship programs; manage files, verifications, and calendar of appointments.
• Ensure compliance with policies and residency/fellow requirements; submit duty hour reports and track evaluations.
• Arrange resident/fellow participation in activities; organize rank order list submissions for NRMP.
• Maintain attendance records for educational activities and update curriculum/competencies.
• Ensure data for resident procedural experience in CaseLogs and New Innovations Logger.
• Collect summative evaluations and rotation histories for transfers.
• Develop letters of agreement for rotations at outside institutions.
• Prepare for Internal Reviews by GME Office.
• Perform other related duties.

Skills

Administrative experience

Education

Bachelor's degree or equivalent experience

TAGME certification preferred

Job description

Description

The Residency Program Coordinator ensures compliance with current guidelines of the American Medical Association (AMA), Accreditation Council for Graduate Medical Education (ACGME) and applicable specialty boards. Coordinates the day-to-day operations of the departments residency and/or fellowship program for residents, fellows, and voluntary Attendings. Under the guidance of the Residency Program Director, ensures timely submission of completed House staff appointment applications to the medical center. This individual maintains rotation schedules and grand round appointments for staff, as well as maintains accurate records of current and past residents.

Responsibilities

1. Coordinates all aspects of the resident/fellow interview processincluding scheduling interview dates, corresponding with potential applicants,confirming meetings and appointments and ensuring applicant credentials are incompliance with current guidelines.

2. Coordinates with House Staff Affairs and Human Resources to ensurecompletion of documents received from ERAS (Electronic Residency ApplicationSystem) for appointment of house staff applicants. Follows up with applicantsregarding missing credentials in order to expedite the processing ofappointments, reappointments. Also monitors licensing requirements.

3. Implementsall required modules of the New Innovations residency management software, toinclude the management and reporting of data as well as user training forprogram faculty and residents/fellows. Is also responsible for collectingdemographic information and updating the American Medical Association (AMA)tracking system and maintaining complete demographic information in NewInnovations.

4. CoordinatesOrientation Day for new house staff inclusive of revisions to the ResidencyTraining Program Manual, Security and Human Resources clearance, subscriptionforms and society membership applications etc.

5. Servesas resource for all house staff personnel. Notifies residents/fellows oforientation, rotation schedules, encompassing vacations, conferences andapproved leaves of absence while ensuring compliance within current guidelines.Communicates conditions of house staff appointment to candidates at or beforethe time of interview. Assists in resolving problems and concerns. AssistsInternational applicants with J1 and H1 VISA and submits required documents toECFMG, NYS Education department, International Personnel in Human Resources andHouse Staff Affairs.

6. Prepares resident/fellow schedules, which includes didactic lecture series, grand rounds and calendar of events. Corresponds with lecturers andcoordinates lecture dates, topics and audiovisual needs.

7. Providesadministrative oversight for all residency and fellowship programs including,but not limited to, the following: handling inquiries, sorting correspondence,setting up folders, maintaining residency program files in accordance withrecords retention schedules, assisting in requests for verification ofresidency training, and maintaining calendar of applicant appointments andmeetings.

8. Ensures compliance with departmental policies and procedures and alsoensures compliance with all residency/fellowship program requirements. Thisincludes, but is not limited to submitting duty hour reports to the ComplianceOffice, collecting and tracking evaluations of the residents, faculty andprogram, and ensuring compliance regarding any house staff moonlighting orother professional activities outside the scope of the program.

9. Arranges for resident/fellow participation in activities within andoutside the program, such as Core Curriculum, Chief Residents Retreat, researchdays, Morchand Center Clinical Skills Examination, and House Staff Council Organizes rank order list meeting for the Resident Selection Committee and ensure accurate rank order listsubmission to the National Resident Matching Program (NRMP website).

10. Maintainsand monitors records of resident attendance for all required educationalactivities, including conferences and other didactic experiences. Maintains theresidency curriculum, including competency-based goals and objectives for eachassignment and each level of training. Creates and edits departmental residencytraining manual.

11. Ensures current and completedata resident procedural experience, including those recorded in ACGME CaseLogs and the New Innovations Procedure Logger module.

12. Collects a summative,competency-based evaluation and a list of all rotations completed from theprevious program of any resident who transfers into the program, includingthose who complete one year of preliminary training before entering an advancedresidency program. Provides these materials to the new program for any residentwho transfers out of Mount Sinai.

13. Develops and maintainsprogram letters of agreement for all required rotations at outsideinstitutions.

14. Prepares for InternalReviews of the program as directed by the GME Office.

15. Performs other relatedduties.

Qualifications

• Bachelors degree or equivalent experience.
• 3 years administrative experience in a medical and/or academic setting.
• Certified as TAGME (Training Administrators of Graduate Medical Education) preferred

Strength through Unity and Inclusion

The Mount Sinai Health System is committed to fostering an environment where everyone can contribute to excellence. We share a common dedication to delivering outstanding patient care. When you join us, you become part of Mount Sinai’s unparalleled legacy of achievement, education, and innovation as we work together to transform healthcare. We encourage all team members to actively participate in creating a culture that ensures fair access to opportunities, promotes inclusive practices, and supports the success of every individual.

About the Mount Sinai Health System:

Mount Sinai Health System is one of the largest academic medical systems in the New York metro area, with more than 48,000 employees working across eight hospitals, more than 400 outpatient practices, more than 300 labs, a school of nursing, and a leading school of medicine and graduate education. Mount Sinai advances health for all people, everywhere, by taking on the most complex health care challenges of our time — discovering and applying new scientific learning and knowledge; developing safer, more effective treatments; educating the next generation of medical leaders and innovators; and supporting local communities by delivering high-quality care to all who need it. Through the integration of its hospitals, labs, and schools, Mount Sinai offers comprehensive health care solutions from birth through geriatrics, leveraging innovative approaches such as artificial intelligence and informatics while keeping patients’ medical and emotional needs at the center of all treatment. The Health System includes more than 9,000 primary and specialty care physicians; 13 joint-venture outpatient surgery centers throughout the five boroughs of New York City, Westchester, Long Island, and Florida; and more than 30 affiliated community health centers. We are consistently ranked by U.S. News & World Report's Best Hospitals, receiving high "Honor Roll" status, and are highly ranked: No. 1 in Geriatrics, top 5 in Cardiology/Heart Surgery, and top 20 in Diabetes/Endocrinology, Gastroenterology/GI Surgery, Neurology/Neurosurgery, Orthopedics, Pulmonology/Lung Surgery, Rehabilitation, and Urology. New York Eye and Ear Infirmary of Mount Sinai is ranked No. 12 in Ophthalmology. U.S. News & World Report’s “Best Children’s Hospitals” ranks Mount Sinai Kravis Children's Hospital among the country’s best in several pediatric specialties. The Icahn School of Medicine at Mount Sinai is ranked No. 11 nationwide in National Institutes of Health funding and in the 99th percentile in research dollars per investigator according to the Association of American Medical Colleges. Newsweek’s “The World’s Best Smart Hospitals” ranks The Mount Sinai Hospital as No. 1 in New York and in the top five globally, and Mount Sinai Morningside in the top 20 globally.

Equal Opportunity Employer

The Mount Sinai Health System is an equal opportunity employer, complying with all applicable federal civil rights laws. We do not discriminate, exclude, or treat individuals differently based on race, color, national origin, age, religion, disability, sex, sexual orientation, gender, veteran status, or any other characteristic protected by law. We are deeply committed to fostering an environment where all faculty, staff, students, trainees, patients, visitors, and the communities we serve feel respected and supported. Our goal is to create a healthcare and learning institution that actively works to remove barriers, address challenges, and promote fairness in all aspects of our organization.

Compensation

The Mount Sinai Health System (MSHS) provides salary ranges that comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $66482.07 - $85000 Annually. Actual salaries depend on a variety of factors, including experience, education, and operational need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.