UNIV - Program Coordinator II (Residency Program Coordinator) - Department of Emergency Medicine

Medical University of South Carolina•Charleston, SC

1d•$52,100 - $88,600•Onsite

About The Position

Serving as the Lead Coordinator for the Emergency Medicine Residency Program, this role coordinates ACGME accreditation and reporting, residency recruitment, onboarding, credentialing, scheduling, curriculum logistics, budgeting, and external affiliations, while acting as a primary liaison among program leadership, residents, faculty, institutional offices, and regulatory agencies. The position supports program planning and evaluation and ensures continuous compliance with institutional and national standards. Additionally, the role provides direct supervision, training, evaluation, and professional development for additional EM program coordinator(s), ensuring effective delegation, cross-training, and alignment with departmental, institutional, and ACGME goals.

Requirements

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

Responsibilities

Manages the Accreditation Council for Graduate Medical Education’s (ACGME) Accreditation Data System (ADS) and ensures all reporting requirements are met to successfully maintain continued accreditation of the residency program.
Reports to external agencies and organizations as indicated throughout the academic year (15%)
Maintains compliance and updates knowledge of current ACGME/AOA accreditation requirements for programs, as well as the institutional policies.
Develop new policies and procedures in response to new or revised guidelines issued by governing agencies, ensuring compliance with ACGME/AOA requirements.
Adheres to the ACGME Common Program Requirements (CPR) and always conforms to the Review Committee for Emergency Medicine (RRC) guidelines & standards.
Coordinates preparations for accreditation self-study visits and site visits for the residency program.
Ensures 100% compliance with the annual ACGME Faculty & Resident surveys.
Compiles, updates and submits reports to the ACGME/AOA, American Association of Medical Colleges (AAMC), American Medical Association (FREIDA), NRMP, GME Track and other professional organizations as required.
Collects, tabulates and reports data for surveys, questionnaires, evaluations, accreditation reports and other forms and documents required by institutional and governing agencies.
Reports Milestones, semi-annually, to ACGME. Helps to schedule semi-annual reviews for residents – collects all data for these meetings.
Collects necessary information for developing appropriate database analysis tools to meet current ACGME/AOA requirements.
Issues the annual program review survey for the residency program to all residents and faculty.
Works closely with the program director to complete the Annual Program Evaluation (APE), which is submitted to Graduate Medical Education Committee (GMEC).
Collects, compiles, submits and maintains weekly, monthly, and annual reports.
Coordinates and proctors the administration of the annual American Board of Emergency Medicine (ABEM) In-training Examination.
Schedules and requests material for ACLS/BLS/PALS certifications and recertifications.
Prepares, distributes, and monitors the resident appointment and reappointment process.
Prepares and distributes all post-graduation emergency medicine verifications.
Prepares and monitors resident completion and/or termination process.
Coordinates Information Service assignments such as pagers, iPhones, voicemail, and computer access.
Informs incoming residents of credentialing documentation required by the department, the primary institution & the state licensing board and maintains records of compliance; includes but not limited to the SC medical license, DHEC (SC Controlled Substances), DEA (Federal Controlled Substances), and National Provider Identification.
Provides executive oversight of the credentialing and onboarding lifecycle for all incoming interns, ensuring full compliance with requirements established by primary and participating institutions, as well as state & federal licensing authorities. Directs cross-functional coordination, mitigates risk, and ensures timely, seamless integration of trainees into clinical operations while upholding regulatory, institutional, and accreditation standards.
Ensures reappointment and renewal of licensure is up to date for returning residents.
Assists new residents with settling into their new role within GME, being responsive and attentive to ensure smooth transition into the residency program.
Directs the workflow and supervises the necessary administrative paperwork, records and complex filing systems to support the program.
Establishes procedures and systems that ensure orderly and timely workflow through the EM Residency Program.
Maintains knowledge of current medical licensure requirements, immigration policies, ACGME accreditation, departmental and institutional requirements.
Implements and updates program data bases, coordinates with the program director, chief residents and others to maintain and distribute resident rotation schedules, call schedules, vacation/leave schedules, and meeting schedules.
Arranges resident and faculty membership to professional organizations.
Communicates with residents to ensure compliance with established policies and procedures.
Ensures yearly revision of residency handbook
Facilitates supervision and maintenance of learning materials including books, journals, computers, and other audio-visual materials.
Assists in literature searches and articles retrieval as needed.
Assists residents/staff in the use of computers and applications.
Maintains teaching files and other board study materials for residents.
Coordinates use of all audio-visual equipment.
Maintains resident reference library.
Manages facilities and space required for residency program use.
Oversee Affiliation Agreements and EM/VA (PLA) Program Letter of Agreement
Assists and advises program director/chief residents in creating yearly rotation schedule, incorporating curriculum requirements, and creating yearly call, conference, and vacation schedules for the program.
Provides strategic and operational support to key residency governance bodies, including the Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC). Leads the development and execution of data analytics, performance reporting, survey design and deployment, and comprehensive briefing materials to inform committee deliberations. Synthesizes complex data into actionable insights, ensures regulatory and accreditation alignment, and supports evidence-based decision-making to advance program quality and learner outcomes.
In strategic partnership with Program Directors, leads the development, governance, and continuous improvement of core residency program infrastructure, including the residency manual, institutional guidelines, and policy framework. Oversees the annual comprehensive review and revision cycle to ensure alignment with evolving accreditation standards, institutional priorities, and regulatory requirements. Guides the implementation and change management of new and revised policies, ensuring operational integration, stakeholder alignment, and program-wide compliance.
Prepares letters of recommendation/verification and maintains career resources for senior residents.
Prepares and distributes all post-graduation emergency medicine verifications.
Directs social and retreat activities for residents, including graduation, the welcome picnic, intern orientations, and occasional anniversary events.
Attend monthly GME Program Coordinator meetings and quarterly GMEC meetings.
Maintains the recruitment season calendar and ensures selected applicants are scheduled appropriately. [140+ interview candidates]
Serves as an information source for the program, the institution(s) and the community.
Develops and represents programs image and exposure through emergency medicine interest groups, national organizations like the Council or Residency Directors (CORD) and American College of Emergency Physicians (ACEP), residency fairs (EMRA), visits and/or communication with medical schools, advertising, the departmental website, and other image-building techniques.
Develops and revises recruitment material, as well as all website information.
Implements residency program recruitment plan, timeline, guidelines, and policies & procedures for the department.
Develops and maintains all materials used by faculty during interviews of candidates.
Manages review of residency applications using the ERAS system for the residency recruiting process.
Coordinates all residency candidate interviews and communications.
Coordinates all applicant interview days.
Plans and arranges social gatherings for interview days.
Continuously manages ERAS software to produce residency applications, reports, and rank list. Tracks all evaluation scores of interviewed applicants and prepare data for initial match rank list.
Assists the Program Director in the decision-making process, using data analytics, performance metrics, evaluations, and other resources.
Initiates and maintains residency budget & simulation budget including projections of future needs and other financial processes of the department. Revises line items budgets on an annual basis, adjusting for changes in cost or need within the program. Works directly with the Fiscal Manager and/or Department Administrator to ensure the program remains within budget.
Represents the Program Director to other hospital offices, the public or outside agencies in administrative matters
Assists Program Director in development of residency goals and objectives.
Handles on-going communication with visitors and others efficiently, notifying appropriate personnel on behalf of the Program Director.
Maintains documentation of curriculum, accreditation documents, manuals, conference handouts, manuscripts, etc.
Responds to inquiries regarding residency, fellowship, student rotations, and other training matters.
Alerts the Program Director of any potential counseling needed due to performance evaluations and assists Program Director in individual counseling sessions with residents, as requested.
Attends residency meetings as requested.
Responsible for direct supervision and management of Residency Program Coordinator I, including planning, assigning, and directing work; setting performance expectations; monitoring productivity and quality of work; ensuring deadlines and organizational standards are met.
Complete annual evaluation of the Residency Program Coordinator I and provide administrative oversight related to HR, timekeeping, and other personnel matters.
Responsible for training, mentoring, and ongoing oversight of the Residency Program Coordinator I position, ensuring full competency in all administrative, accreditation, operational, recruitment, and educational duties outlined above through feedback and regularly scheduled check-ins.