Residency Program Specialist

St. Luke’s University Health Network•Easton, PA

About The Position

The Residency Program Specialist is responsible for the smooth day-to-day functioning of the office of an assigned Residency Program and provides administrative support to the Program Director. The role maintains proper administrative procedures, supports medium- and long-range planning, and helps ensure compliance with regulations and documentation requirements established by review agencies. The Specialist manages residency recruitment activities, including designing and implementing recruitment plans and timelines, preparing and distributing recruitment materials, operating and maintaining ERAS files, screening applications, coordinating interviews, communicating with applicants and program participants, and submitting final rank orders to the National Resident Matching Program and the Graduate Medical Education Office. The role also coordinates surveys and reviews their results to recommend improvements to future recruitment activities. Additional duties include assisting international residents with visa status, liaising with state and federal regulatory offices, processing residents’ licensing documentation, and maintaining accurate biographical, academic, and administrative records for current and former resident physicians. Records include correspondence, experience reports, time away tracking, certification reports, and course attendance.

Requirements

Computer experience with word processing, spreadsheets, and graphics is required.
An associate degree is preferred, or three to five years of experience in an educational or administrative capacity.
A high school graduate with five to eight years of work experience in a health care field will be considered.

Nice To Haves

Administrative experience.
Medical terminology knowledge.
Proficiency operating audiovisual equipment.
Graduate Medical Education (GME) experience.
Associate degree.

Responsibilities

Design and implement the residency program recruitment plan and timeline, including selection criteria, interview dates, participant scheduling, and applicant correspondence.
Create, publish, and distribute recruitment materials such as brochures, pamphlets, and website content.
Operate and maintain Electronic Residency Application Service (ERAS) files.
Perform initial screening of residency candidates and provide selection suggestions or prescreening filters for the Program Director.
Print, organize, and maintain selected applications for the review committee.
Notify selected applicants, schedule itineraries, and assist with travel arrangements.
Plan and coordinate applicant interview sessions and serve as liaison among faculty, residents, and support staff.
Plan and prepare candidate ranking meetings and submit the final rank order to the National Resident Matching Program and Graduate Medical Education Office.
Compose, administer, and distribute post-interview and post-match surveys; assess responses and summarize recommendations for improving future recruitment activities.
Assist international residents in acquiring appropriate visa status.
Serve as a liaison to state and federal regulatory offices.
Obtain and process documentation required for residents’ licenses.
Collect and verify residents’ biographical data and update graduate information annually.
Prepare and maintain academic and administrative records for current and former resident physicians, including correspondence, experience reports, vacation, sick, CME and off-service time tracking, certification reports, and course attendance.