Medical Education Coordinator

Shirley Ryan AbilityLab•Chicago, IL

5d•$17 - $30•Onsite

About The Position

The Residency & Medical Education Coordinator provides comprehensive administrative, operational, and educational support for both the Residency Programs and Fellowship Programs within the division. This position serves as a central liaison between residents, students, faculty, institutional offices, and affiliated training sites. The coordinator ensures compliance with accreditation standards, supports educational initiatives, manages logistics, and promotes a professional and inclusive learning environment.

Requirements

High School Diploma or GED required.
One to two years of college or other post high school training or equivalent experience.
Three to five years of experience in a general office environment with gradually increasing responsibility.
Proficiency in Microsoft applications: intermediate level skills in the use of Outlook, Word, and Excel; basic level skills in the use of Powerpoint.
Proficiency in keyboarding skills.
Application of a variety of a variety of moderately complex computer PC software and office equipment (photocopying, fax machine, Dictaphone, calculator, multi-line phone, etc.).
Communication and interpersonal skills necessary to interact on a daily basis with internal/external customers in various circumstances.
Advanced organizational skills necessary to efficiently prioritize and complete a variety of tasks.
Ability to collaborate effectively in a team setting in order to maximize quality and efficiently of operations.

Responsibilities

Serve as the administrative representative for the Residency and Fellowship Programs, acting on behalf of program leadership as needed.
Manage day-to-day program operations in accordance with institutional policies and accreditation standards (ACGME, ABPMR).
Coordinate educational events, conferences, seminars, and workshops, including scheduling facilities, arranging audiovisual support, and overseeing logistics.
Compose, prepare, and distribute correspondence, reports, agendas, and schedules.
Maintain comprehensive databases for resident and student records, grades, evaluations, duty hours, and accreditation documentation.
Assist in maintaining the department budget, managing reimbursements, and paying vendors.
Manage program accounts, reconcile expenditures, and prepare financial reports as requested by leadership.
Support preparation of reports for accreditation bodies, internal reviews, and institutional reporting requirements.
Coordinate with the medical student and residency coordinators and assist with medical student programming as needed.
Coordinate all aspects of the residency recruitment process, including applicant screening in ERAS, interview scheduling, and post-match communication.
Oversee onboarding for new residents, including orientation schedules, credentialing documentation, and institutional compliance.
Act as the point of contact for onboarding paperwork for McGaw Medical Center and Shirley Ryan AbilityLab (SRAlab).
Facilitate orientation activities and welcome events to ensure smooth transitions into the program.
Ensure completion of required certifications (e.g., BLS/ACLS) and submission of licensing documentation.
Track lecture attendance and manage resident and fellow absences, vacations, and conference leave.
Prepare and distribute electronic course materials; maintain proficiency with current presentation and conferencing technologies for in-person and virtual learning.
Coordinate external and away rotations, serving as the primary recipient of requests and ensuring completion of required documentation.
Collaborate with program leadership and external partners to organize division-specific educational activities and events.
Serve as a liaison between residents, fellows, faculty, and program leadership, maintaining effective communication and responsiveness.
Address learner concerns professionally and confidentially, connecting them with appropriate resources when needed.
Assist in compiling grades, evaluations, and assessments; such as New Innovations.
Develop and manage systems for collecting and analyzing evaluations of residents, fellows, rotations, and faculty teaching performance.
Provide evaluation feedback to faculty and assist program leadership with continuous quality improvement efforts.
Monitor compliance with accreditation requirements, including duty hours, mid-rotation feedback, graded activities, and documentation of clinical encounters.
Prepare for and coordinate accreditation site visits, including logistics, documentation, and schedules.
Maintain accurate and timely records for accreditation reporting systems (e.g., WebADS, ERAS, ERMA, ABPMR, ACGME) and ensure readiness for institutional reviews.
Serve as the primary recipient of requests for external and visiting rotations based on division-specific partnerships and educational agreements.
Coordinate documentation and communication for fellow and resident rotations at affiliated and external institutions.
Support resident, fellow, and faculty scholarly activity, including tracking publications, presentations, and academic output.
Assist in organizing research events, award nominations, and academic recognition initiatives.