Residency Programs Scheduling & Administrative Coordinator

State University of New York Upstate Medical University; City of Syracuse (NY); On-site; USD 35,000 - 56,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) retirement plan

Tuition reimbursement

Paid time off

Holidays and floating holidays

Job summary

State University of New York Upstate Medical University is seeking a showpiece administrative professional to support the Residency Program and clinical operations in Syracuse. The role coordinates resident scheduling, didactic events, committee meetings, faculty support, compliance tracking, and onboarding/offboarding logistics.

You will manage master schedules, coordinate educational events, organize onboarding for new residents, and provide meeting support across multiple teams.

Qualifications

• Bachelor's degree in a related field and 2 years of experience in an academic healthcare environment or equivalent combination of education and experience required.
• Excellent written and oral communication, interpersonal, organizational, analytical, and computer skills required.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.

Skills

Communication skills

Organizational skills

Analytical skills

Computer skills

Education

Bachelor's degree in a related field

Tools

Amion

Excel

MedHub

C-Cure

Job description

State University of New York Upstate Medical University is seeking a showpiece administrative professional to support the Residency Program and clinical operations in Syracuse. The role coordinates resident scheduling, didactic events, committee meetings, faculty support, compliance tracking, and onboarding/offboarding logistics.

You will manage master schedules, coordinate educational events, organize onboarding for new residents, and provide meeting support across multiple teams.