Residency Coordinator

University of Colorado•Aurora, CO

4d•$48,989 - $81,613•Hybrid

About The Position

The Program Coordinator (PC) exercises a high degree of discretion, independent judgment, analytical skill, and personal accountability in managing the day-to-day administration of the ACGME-accredited Orthopedic Residency Program. The PC is responsible for a broad range of academic, administrative, managerial, and student services functions, including accreditation compliance, regulatory reporting, resident support, recruitment, educational programming, and program operations. The PC works collaboratively with the Program Director (PD) to maintain educational excellence, ensure compliance with ACGME and institutional requirements, and implement processes that support the program’s strategic goals. The PC serves as the central liaison among the PD, residents, faculty, Graduate Medical Education (GME) Office, participating training sites, and institutional departments. This role requires the ability to analyze complex information, manage multiple priorities, resolve issues independently, and make informed decisions that impact program effectiveness and accreditation status. Through effective communication, leadership, and collaboration, the PC provides essential coordination and oversight for the residency program and represents the Department of Orthopedics, the School of Medicine, the GME Office, and the University of Colorado in support of the program’s mission and success. Candidates hired at the Principal Professional level are expected to act as a Subject Matter Expert in the areas of medical residency coordination and graduate medical education (GME) as it relates to medical residency.

Requirements

Bachelor’s Degree in psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited college or university.
A combination of education and related technical/paraprofessional experience may substitute for the bachelor’s degree on a year-for-year basis.
One (1) year of professional experience in an academic setting or high-level customer service environment (for Intermediate Level)
Two (2) years of professional experience in an academic setting or high-level customer service environment (for Senior Level)
Three (3) years of professional experience in an academic setting or high-level customer service environment (for Principal Level)
Ability to communicate effectively, both in writing and in-person.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
Outstanding customer service skills.
Organizational skills with ability to plan and organize Residency needs and activities, establish work priorities and provide follow through to ensure completion of activities, both individually and assisting others with work tasks.
Knowledge of, or ability to, become fully competent in computer programs essential to the Residency, including the Microsoft 365, the Electronic Residency Application System (ERAS), OnCall (amion) scheduling tools and MedHub. Software used will continue to change, so adaptability to new electronic programs and tools is essential.
Ability to understand and apply regulatory requirements at the program level.
Ability to communicate effectively with administrative personnel, physicians and other program personnel, trainees/prospective trainees, staff, and other constituents, in written communications and oral presentations.
Interpersonal skills working with residents, fellows, faculty, team members, and others in an environment of high volume and stress.
Capable of independent decision making and complex problem solving.

Nice To Haves

Two (2) to four (4) years of professional experience in an academic setting or high-level customer service environment, preferably related to medical education.
Experience utilizing software systems such as Microsoft 365, Adobe, Teams, and Zoom
Previous experience working within Graduate Medical Education (GME) as well as familiarity with the accrediting bodies is preferred.

Responsibilities

Coordinate/Facilitate Annual Program Evaluation meeting, Clinical Competency Committee, Program Evaluation Committee
Track post-graduate survey results for the program, with summary data tables and information as needed
Maintain current Program Letter of Agreement for every rotation site
Assist PD with updating/creating, distributing, interpreting and enforcing program specific policies
Enter/Maintain Information in WebADS, ACGME Case Logs, ACGME Milestones (Semi-Annual), ACGME Resident & Faculty Surveys, Summative Letters
Schedule and prepare semi-Annual Meetings between Program Director and Resident
Update AAMC GME Track / FREIDA
Set-up and download applications in ERAS/Thalamus
Manage annual residency recruiting activities such as scheduling of candidates, daily preparation and set up, document preparation, follow up communication during interview season, maintain interview feedback data in timely manner
Prepare information for ranking meeting
Notify GME office and confirm/change quotas, enter rank order list in NRMP
Assist all fellowships with their recruitment process
Assemble new resident training files
Coordinate new resident GME personnel forms
Plan, Coordinate, Order, Obtain equipment
Prepare and plan orientation week schedules, training and social activities
Train new Residents/Fellows/Faculty on the use of MedHub
Schedule immunization screenings for new PGY 2s and above
Schedule Epic training for new residents/fellows/faculty FOR ALL SITES
Coordinate the planning and preparation of the annual Graduation event
Monitor compliance of GME Exit Survey completion
Submit list of Certificates of Completion to GME Office
Coordinate the gathering of all data forms, final evaluations, procedure logs, badges and final program letter of completion for graduating residents training files
Forward future email address to GME office for PeopleSoft record
Maintain Alumni database
Complete any reimbursements required by the end of the fiscal year
Issue continuing residents their training agreements and Benefits Information
Submit resident charge sheets to GME Office
Maintain copy of license or Board of Medical Examiners verification in resident file
Maintain copy of NPI number in resident file
Confirm Medicare/Medicaid enrollment
Coordinate/Schedule/Monitor in-training exam schedule
Complete GME CTE (Continuing, Transferring, Exiting) survey