Residency Program Specialist

Augusta University; Augusta (GA); On-site; USD 24,796 - 30,307; Full time

Benefits offered by this job

Health insurance

Dental insurance

Retirement plans

Vacation time

13 paid holidays

Job summary

Augusta University is seeking an experienced administrator to oversee the pediatric fellowship program and related divisions within the Department of Pediatrics in Augusta, Georgia. You will support the Fellowship Program Director and Associate Program Director, while supervising staff and fellows, coordinating educational activities, and managing budgeting and documentation.

The role requires strong organizational, communication, and confidentiality skills, with daily responsibilities including

Qualifications

• Associate’s degree with two years of related experience OR High School Diploma with five years of related experience.
• Experience in educational program administration is preferred.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Oversee administrative support for the pediatric fellowship program.
• Coordinate between campus offices, directors, and staff; attend meetings.
• Monitor duties, leave, evaluations, and scheduling.

Skills

Microsoft Office

Interpersonal skills

Written/verbal communication

Confidentiality

Education

Associate’s degree

High School Diploma/GED

Tools

QGenda

PeopleSoft

Job description

Job Summary

This position manages and oversees the administrative support functions for an independent pediatric fellowship program and divisions within the Department of Pediatrics. It provides direction, leadership, and day‑to‑day management of the program, supports the Fellowship Program Director, Associate Program Director, and three or more pediatric fellows, coordinates educational activities, and performs planning, budgeting, and participant monitoring. The role acts on behalf of the division chief and program directors, making independent decisions within prescribed authority.

Responsibilities

• Fellowship Program: Manage the development, planning, and coordination of the fellowship program within the Department of Pediatrics.
• Assist with day‑to‑day operations, serve as a liaison between campus offices, program directors, and staff, and attend required meetings.
• Monitor duty hours, track leave, and distribute evaluation send‑outs to fellows, faculty, nurses, and staff.
• Register fellows for yearly in‑training exams and assist with implementing policies related to the AU GME Office and ACGME.
• Recruitment: hire ERAS software, review applications, screen applicants for interview, notify candidates, coordinate interviews, and serve as main point of contact.
• Administer and manage all rules, regulations, and prescriptions for educational programs.
• Review credentialing, licensure, FMG, and visa requirements; submit required paperwork to GME office.
• Process fellows through divisions, including scheduling orientation, ordering keys and lab coats, and providing documentation.
• Ensure compliance with policies and procedures, maintain accreditation, and update documents for ACGME site visits.
• Maintain all house staff personnel records and administrative support for fellowship program director (scheduling meetings, preparing agendas, recording minutes, completing travel forms).
• Develop reports, prepare correspondence, and plan annual program activities (orientation, graduation, wellness). Maintain knowledge of ACGME policies and procedures.
• Handle financial matters: prepare IDRs, check requests, manage web‑based ACGME accreditation surveys, oversee house staff budget, compile reports to professional organizations, and manage evaluation system.
• Maintain informational database for reporting and curriculum inventory.

Administrative and Clerical Support

• Answer phones, triage calls, and greet visitors.
• Schedule outpatient consultations and provide backup support for other department staff.
• Order and maintain office supplies, implement office procedures, and maintain budget for division and faculty.
• Maintain financial information on state and sponsored accounts, reconcile PeopleSoft ledger reports monthly.
• Prepare forms and reports for AU Support Services, grants, budgets, and routing sheets.
• Enter faculty service and on‑call schedules into QGenda monthly.
• Support faculty and APPs: schedule meetings, prepare agendas, record minutes, complete travel forms.

Backup Support for Other Pediatric Residency Program

Provide backup administrative support for other pediatric residency and fellowship programs within the Department of Pediatrics.

Other

Perform all other duties as assigned.

Required Qualifications

• Associate’s degree from an accredited college or university in a related field with two years of directly related experience in an educational program.
• OR High School Diploma/GED with five years of directly related experience in an educational program.

Knowledge, Skills, & Abilities

• Proficient in Microsoft Office and other computer software/databases.
• Detail‑oriented with excellent interpersonal, written, and verbal communication skills.
• Ability to maintain confidentiality.

Shift/Salary/Benefits

Shift: Days, Monday–Friday, 8:00 a.m. – 5:00 p.m.

Pay Band: B5

Salary Range: $17.88 – $21.92 per hour (commensurate with qualifications).

Recruitment Period: 7/17/26 – Until Filled

Benefits: health, dental, life insurance, retirement plans, vacation, sick leave, and 13 paid holidays. Eligible employees may elect additional benefits such as tuition assistance after six months of employment.

Conditions of Employment

• Background check required prior to employment.
• Credit check and vehicle reports may be required for specific duties.
• Faculty hires must provide proof of academic degrees and post‑secondary transcripts; foreign‑trained candidates must provide credential evaluations.
• All employees must adhere to cybersecurity and privacy policies.

Equal Employment Opportunity

Augusta University is a proud equal‑opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.

Other Information

The position promotes a customer‑friendly environment and provides superior service to patients, students, faculty, and employees. Augusta University is a tobacco‑free environment.