UNIV - Neurology Residency Program Coordinator II - Department of Neurology

Medical University of South Carolina•Charleston, SC

About The Position

The Neurology Residency Program is seeking a highly organized and proactive Program Coordinator II to provide comprehensive administrative support to our residency program. This role is central to ensuring the program’s compliance with ACGME accreditation standards, managing the annual recruitment cycle, coordinating key program events, overseeing day-to-day operations, and serving as the primary operational coordinator for residency program activities. The successful candidate will be a key liaison between residents, faculty, and the GME office, and will play a vital role in the day-to-day operations of the residency program. This position is part of a dedicated team supporting residency and fellowship programs.

Requirements

A bachelor's degree and two years relevant program experience.

Nice To Haves

Candidate must have the ability to work with a diverse group of people and must be able to multitask.
Experience providing administrative support in higher education or academic medical settings.
Prior experience in Graduate Medical Education (GME) or another educational field (e.g., teaching or academic program administration).
Must have working knowledge of computer and software applications including Microsoft Office.
Must be highly organized and able to work independently.
Must demonstrate excellent oral and written communication skills, the ability to collaborate effectively across organizational levels, and strong analytical and problem-solving skills.

Responsibilities

ACGME Accreditation & Compliance: Ensuring compliance with ACGME accreditation standards is the highest priority for this position. The Program Coordinator will serve as the primary administrator for accreditation-related activities and will work closely with the Program Director to maintain the program's good standing.
Resident Evaluation Management: The Program Coordinator is responsible for coordinating the distribution, tracking, and reporting of resident and faculty evaluations in MedHub and for conducting routine quality checks to ensure accuracy and appropriate alignment of evaluation forms. Coordinator provides timely reporting back to program directors.
Duty Hours Monitoring and Compliance: The coordinator will monitor resident compliance with ACGME duty-hour policies. Submit monthly compliance summaries to the Program Director and Associate Program Directors. The coordinator will also prepare and submit the VA duty-hour report according to the established schedule and maintain all records for ACGME review.
ACGME Accreditation Data System (ADS) Management: The coordinator will maintain accurate and up-to-date information in the ACGME ADS, including resident and faculty rosters, scholarly activity logs, program letter agreements, rotation schedules, and participating sites.
Program Evaluation Committee (PEC) and Annual Program Evaluation (APE): The coordinator will coordinate the Annual Program Evaluation. Responsibilities include: compiling resident survey data, scholarly activity records, program outcomes and APE Summary for Program director.
Clinical Competency Committee (CCC) Support: The coordinator will provide administrative support for the CCC. Responsibilities include: scheduling and confirming meeting logistics, generating the CCC packet (resident milestone data, evaluation summaries, Individualized Learning Plans, and resident self-assessments), drafting the agenda, and distributing materials to committee members. They will attend CCC meetings and serve as meeting recorder by writing and publishing meeting minutes.
Individualized Learning Plans (ILPs): The coordinator will provide administrative support to Program Directors to ensure timely completion, tracking, and documentation of all resident ILPs (bi-annual) in accordance with ACGME and GME requirements. Coordinator will maintain an ILP tracking log, send deadline reminders to residents and faculty mentors, upload ILPs completed by residents, mentors and Program Directors to MedHub or the shared drive, and notifying the Program Directors of any missing or incomplete plans.
Recruitment & ERAS Management: The Program Coordinator plays a critical role in the annual residency recruitment cycle, managing the application review and interview process from start to finish. This includes coordinating all activities in ERAS (Electronic Residency Application Service) and Thalamus to ensure smooth operations, timely communication, and a positive applicant experience that reflects the quality and professionalism of the program.
Pre-Season Preparation (August): In preparation for the recruitment season, the coordinator will work with the Program Director to confirm that all ERAS filters, reviewer lists, and scoring rubrics are accurate and approved. The coordinator will test Thalamus workflows and templates to ensure functionality and will set up standardized applicant communication templates for interview invitations, confirmations, waitlist notifications, and declinations.
Application Review Period (September–October): The coordinator will release applications in ERAS on opening day, per Program Director instruction, and will monitor reviewer progress on a weekly basis. The coordinator will also track applicant “signals,” geographic diversity, and other Program Director-defined filters using ERAS reporting tools to support the selection process.
Interview Season (October–January): During the interview season, the coordinator will manage all aspects of Thalamus scheduling, including invitations, cancellations, and waitlist management. The coordinator will maintain attendance logs, troubleshoot technical access issues in real time, and coordinate all logistics for virtual interview days, including final schedules, introductions, and technology support. The coordinator will prepare and distribute interview-day materials such as agendas, resident biographies, faculty lists, and breakout room information. When applicable, the coordinator will coordinate second-look visit scheduling (in-person) per Program Director guidance, ensuring equity and transparency throughout the process. The coordinator may also assist with applicant follow-up materials, such as digital brochures or branded items.
Post-Interview Period (January–February): Following the interview season, the coordinator will compile and distribute post-interview evaluation summaries and rank meeting reports to the Program Director and selection committee. The coordinator will ensure that all invited candidates are updated in Thalamus with their final status (interviewed, declined, or withdrawn) and will archive all communications and evaluation files in accordance with GME retention policies.
Resident Support & Administrative Services: The Program Coordinator will provide comprehensive administrative and fiscal support to residents and fellows, ensuring accurate, timely, and compliant processing of all requests. To include but not limited to:
Resident Onboarding (March–July) The coordinator will play a key role in onboarding incoming PGY1 residents, coordinating orientation schedules, managing onboarding paperwork and credentialing requirements, including assistance with Visa application process, preparing welcome materials, and ensuring a smooth transition into the program. The coordinator will work closely with GME and departmental leadership to ensure all institutional and program-specific onboarding requirements are completed prior to the start date.
PGY2 Bootcamp (June) The coordinator will provide logistical support for the annual PGY2 Bootcamp, which prepares PGY1 residents for their transition to the PGY2 year (their first full neurology year). While the Program Directors and chief residents lead the educational content, the coordinator will handle logistics including room and simulation lab reservations, catering arrangements, and materials preparation.
Licensure and Certification Tracking The coordinator will review resident and fellow licensure and certification status on a monthly basis, including coordination of BLS/ACLS certifications.
Letters of Recommendation and Verifications Coordinate and draft all letters of recommendations and verification requests (including employment verification, training verification, and credentialing requests).
Procurement and Reimbursements: The coordinator will submit approved reimbursements for travel, conferences, and educational materials, verifying Program Director approval and compliance with GME and institutional policies. Event-related reimbursements (such as graduation, retreat, and interview day expenses) will be coordinated with the Finance Office in a timely manner. Coordinator will assist the Department Finance Manager with tracking of Residency Operating budget expense items, and collaborate and attend annual budget meeting to assist in development of annual budget projections for Residency Operations.
Major Program Events: The Program Coordinator will collaborate with the department's communications coordinator and Program Director to support major Neurology education events, including the Annual Retreat, Graduation, Research Day, Orientation, Welcome Cookout, and AAN Alumni Event. While the communications coordinator will manage venue reservations, vendor contracts, and general event logistics, the Program Coordinator will focus on resident-facing coordination and program-specific elements. This includes coordinating resident participation and attendance, managing resident-specific communications and materials (such as schedules, name tags, certificates and abstract gathering and poster printing for research day), providing program details and resident information to the communications coordinator as needed, and maintaining event checklists for program-related tasks. The coordinator will participate in post-event debriefs with the Program Director to identify process improvements for future cycles.