Residency Program Coordinator - Neurology - Health and Wellness Center

Hackensack Meridian Health•Paramus, NJ

About The Position

With oversight from the Program Director, the Residency Program Coordinator is responsible for the operational and financial management of an accredited residency training program. The role requires a comprehensive understanding of national accreditation and hospital policies, initiative, and independent judgment. The coordinator assesses and directs program matters such as long-range planning, resident recruitment, project development, administrative workflow, databases, communication with faculty and residents, and internal and external program relationships. The coordinator supports program leadership and residents, promotes compliance with accreditation requirements, manages recruitment and onboarding processes, maintains resident and program records, coordinates evaluations and schedules, and plans program events and meetings. The position also supports accreditation reviews, handles resident administrative requirements, oversees program purchasing and office systems, and performs other duties assigned by program leadership or the Office of Academic Affairs.

Requirements

Bachelor's degree and/or a minimum of three years of experience working in healthcare academics or education, or a related work environment.
Excellent written and verbal communication skills.
Ability to organize information.
Ability to handle sensitive information with absolute confidentiality.
Working knowledge of software applications including Google platform, Microsoft Word, Excel, and PowerPoint.
Ability to make decisions independently or escalate issues as needed.

Nice To Haves

Three to five years of experience working in healthcare academics or education, or a related work environment.
Experience working in Graduate Medical Education.
Time management, interpersonal, oral and written communication, multitasking, and prioritization skills.
Knowledge of New Innovations for tracking resident performance.
C-TAGME certification.

Responsibilities

Support the Program Director(s) on office management, project status, workflow improvement, cost effectiveness, and, as applicable, program-level policy development.
Interpret and apply ACGME, other national accrediting agency, and hospital policies to support residency program compliance.
Provide administrative supervision and support to interns and residents, and liaise with nursing units, hospitals, HMH departments, and divisions.
Review Program Letters of Agreement and communicate intradepartmental policy and procedure changes to interns and residents.
Track and report compliance with licensure, malpractice extensions, annual agreements, and initial and re-credentialing requirements.
Evaluate and standardize office procedures, troubleshoot issues, coordinate resident placements, oversee purchasing, and order program equipment and supplies.
Assess equipment acquisition and training needs and make recommendations to the Program Director.
Plan recruitment, orientation, graduation, faculty retreats, meetings, and other program events.
Coordinate residency applications, communicate acceptance decisions, and schedule and facilitate applicant interviews.
Organize meetings, prepare minutes and conference or lecture materials, and create approved event materials and program advertising.
Maintain the residency program website in coordination with HMH Marketing.
Maintain the ERAS database and manage recruitment-season processes; where applicable, maintain other recruitment databases, perform Match responsibilities, correspond with matched candidates, and assist with NRMP quota and rank-order list processes.
Process resident time-off requests, obtain approvals as needed, notify relevant staff, and update calendars or other platforms.
Maintain resident data systems, update ACGME and New Innovations records, and help ensure accreditation requirements are met.
Manage data and processes in the program's New Innovations profile, including personnel records, block schedules, evaluations, onboarding, and duty-hour reporting.
Manage evaluation processes for residents, the program, faculty, and rotations; develop and maintain resident call schedules as appropriate.
Attend GMEC and program coordinator meetings as required and assist with ACGME site visits and internal reviews.
Triage inquiries from residents and applicants and process residency alumni verification requests.
Assist residents with visa, New Jersey registration or permit, license, fingerprinting, and other legal requirements.
Manage materials for specialty-specific trainee exams and assist with proctoring.
Develop, implement, and maintain resident files, records, material distribution, and other office or program systems.
Perform other assigned duties and projects, adhere to HMH organizational competencies and standards of behavior, and refer more complex issues to higher-level staff.