Institutional Program Coordinator

The Institutional Program Coordinator (IPC) is a blended administrative role within the Office of Graduate Medical Education (GME), reporting to the Director, Graduate Medical Education. The position combines three functions: Associate Program Coordinator for the Internal Medicine Residency Program (50%), Institutional GME Office support (30%), and Program Coordinator for the Primary Care Sports Medicine Fellowship (20%). For program-level duties, the IPC works under the day-to-day direction of the respective Program Directors.
Within the Internal Medicine Residency Program, the IPC works alongside and in support of the Internal Medicine Program Coordinator, who retains lead responsibility for the program. The IPC carries assigned operational functions, including schedules, evaluations, duty hours, resident files, recruitment, and onboarding, and provides coverage for the Program Coordinator during absences. For the Primary Care Sports Medicine Fellowship, the IPC serves as the Program Coordinator of record, partnering with the Fellowship Program Director to manage accreditation, recruitment, the full trainee lifecycle, and daily program operations.
Within the GME Office, the IPC serves as the primary trainer and systems point of contact for Program Coordinators across all ACGME- and CODA-accredited Sponsored Programs, supports institutional Residency Management Suite and website operations, coordinates institutional GME events and recruitment reporting, and serves as a floating coordinator when a program has a vacancy or a coordinator is on extended leave. The IPC identifies workflow, performance, or compliance concerns for escalation to the Director.

Essential Functions (Principal Duties and Job Responsibilities):

Internal Medicine Associate Program Coordinator

• In partnership with the Internal Medicine Program Coordinator and under the direction of the Program Director, supports the day-to-day operations of the Internal Medicine Residency Program; provides coverage for the Program Coordinator during planned and unplanned absences
• Maintains current and alumni resident training files and program records to ensure ongoing compliance, audit readiness, and documentation of graduation and board eligibility requirements
• Manages assigned functions in the Residency Management Suite (e.g., New Innovations, MyEvaluations, QGenda), including rotation, call, and conference schedules, data entry, and reporting; coordinates schedule changes and out-rotation documentation with affiliated sites
• Monitors and logs resident clinical and educational work hour (duty hour) reporting to ensure compliance with ACGME requirements; assists with reconciliation of rotation and attendance records for IRIS/CMS reporting
• Monitors completion of resident evaluations (rotation, faculty, program, self, peer, and multisource) and follows up on outstanding items; compiles materials for the Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC) and supports semi-annual milestone reporting
• Assists with accreditation activities, including ACGME WebADS updates, ACGME Resident and Faculty Survey completion tracking, the Annual Program Evaluation, board pass-rate tracking, and site visit or self-study preparation
• Supports annual recruitment, including ERAS application management, interview-day scheduling and logistics, applicant dossiers, and preparation for rank meetings and NRMP Match activities
• Supports appointment, reappointment, credentialing, and onboarding of incoming residents, including HR paperwork, clearances, system access, and departmental orientation
• Coordinates assigned didactic conferences, Grand Rounds, journal club, In-Training Examination scheduling and proctoring, and program events such as graduation
• Completes residency verification forms and other program-level administrative documentation

Institutional GME Office Support (30%)

• • Serves as the primary trainer and day-to-day workflow/systems point of contact for Program Coordinators across ACGME- and CODA-accredited Sponsored Programs; leads onboarding and new-hire systems training for incoming coordinators
  • Leads quarterly training workshops and ongoing professional development programming for program coordinators; maintains standardized documentation templates and workflow job aids
  • Administers day-to-day institutional functions of the Residency Management Suite across programs, including user access support, data integrity checks, and institutional reporting; serves as backup database administrator for Sponsored Programs as needed
  • Serves as a floating coordinator for Sponsored Programs during coordinator vacancies or extended leave, as assigned by the Director
  • Coordinates day-to-day scheduling, coverage logistics, and workflow troubleshooting across programs; escalates performance, staffing, or compliance concerns to the Director as appropriate
  • Maintains Graduate Medical Education website content and institutional informational platforms (e.g., board pass rates, recruitment statistics, graduation outcomes); ensures each program's website and recruitment listings are current for applicants
  • Tracks recruitment and retention data for Sponsored Programs and assists the Director with institutional recruitment reports and other institutional data requests
  • In collaboration with GME Office staff, coordinates annual GME educational events and activities (e.g., Resident Research Day, DIO Town Hall meetings, GME Retreat, Compact, Graduation, Business of Medicine, institutional orientation) and local and regional recruitment events

Primary Care Sports Medicine Fellowship Program Coordinator

• • • Serves as the Program Coordinator of record for the Primary Care Sports Medicine Fellowship, partnering with the Fellowship Program Director to manage daily operations in compliance with ACGME Common and specialty-specific Program Requirements
    • Maintains program accreditation activities, including ACGME WebADS annual updates, ACGME Survey compliance, milestone reporting, procedure and case logs, scholarly activity, and board certification (CAQSM) pass-rate tracking; prepares materials for site visits and self-study
    • Coordinates Clinical Competency Committee and Program Evaluation Committee meetings, including agendas, supporting documents, minutes, and action plans; supports the Annual Program Evaluation
    • Develops and maintains current Program Letters of Agreement for all participating sites, including affiliated athletic and community training sites
    • Prepares and maintains rotation, clinic, and athletic event/team coverage schedules; monitors fellow work hours and evaluation completion in the Residency Management Suite
    • Manages annual fellowship recruitment, including ERAS, FREIDA updates, interview scheduling, applicant materials, and NRMP rank list submission
    • Directs appointment, credentialing, onboarding, and orientation of incoming fellows; maintains fellow files and verification of training documentation for current and alumni fellows
    • Coordinates fellowship didactics and educational events; processes travel and expense reimbursements, orders supplies, and assists the Program Director with budget tracking

Performs other duties as assigned.

Knowledge, Skills and Abilities Required:

• Microsoft Word, Excel, PowerPoint, Microsoft Outlook 365

• Knowledge of web-based data systems such as Novatus, Workday, ERAS, NRMP, FREIDA, ACGME WebADS, GME Track, New Innovations, and MyEvaluations

• Working knowledge of ACGME Institutional, Common, and specialty-specific Program Requirements and CODA standards

• Knowledge of evaluation, milestones, Clinical Competency Committee, Program Evaluation Committee, and due process/remediation processes

• Ability to train and provide day-to-day systems guidance to peers across multiple programs

• Ability to manage competing priorities and deadlines across multiple programs and recruitment cycles simultaneously

• Must possess the ability to function independently and know when to escalate issues to the Director or Program Director to achieve and maintain high levels of successful project completion

• Must demonstrate critical thinking, problem-solving, and independent decision-making skills within the scope of the role

• Must demonstrate organizational skills and be detail oriented

• This position requires the ability to handle sensitive information with absolute confidentiality

• Must possess skills and abilities in accreditation and compliance

• Must possess skills and abilities in project and event development, including recruitment event planning

• Excellent interpersonal, oral, and written communication skills and the ability to work effectively with a diverse community

Knowledge, Skills, Abilities Preferred:

• Prior experience as a residency or fellowship coordinator in an ACGME-accredited program; Internal Medicine or Sports Medicine program experience preferred
• Experience with ERAS, the NRMP Match, and interview-scheduling platforms (e.g., Thalamus) for recruitment season
• Experience training or onboarding new staff/coordinators
• Website content management systems

Education and Experience Required:

• Bachelor's degree from an accredited college or university or relevant work experience in lieu of education
• Minimum three (3) years of relevant graduate medical or dental education experience

Licensure, Cert, or Registration Preferred:

• Training Administrators of Graduate Medical Education (TAGME) Certification
• Project Management Professional (PMP) Certification
• Notary Public commission