Coordinator Job Description

The GME Office has developed a template for the Program Coordinator job description. The template contains activities and responsibilities that cover the breadth of the position. Depending on factors such as program size and distribution of responsibilities, all the activities listed may not be applicable to all program coordinator positions. The template is a guideline from which a program may choose responsibilities that accurately reflect the position.

Below are the major areas of responsibility included in the job description. It is intended to describe the general contents and requirements of work being performed by people assigned to this classification.  It is not intended to be construed as an exhaustive statement of all duties, responsibilities or skills of personnel so classified.

To download the full template as a MS Word document, click here.

General Summary/Overview Statement

With oversight and direction from the Program Director, the Program Coordinator is responsible for the operational and financial management of the accredited/non-accredited residency/fellowship training program. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment.

The Program Coordinator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations. 

Principle Duties and Responsibilities

The responsibilities listed below are a comprehensive list and may not pertain to all program coordinator positions. In programs where one or more positions report to a Program Manager or Education Specialist, these responsibilities may be delegated.

• Provides support and meets regularly with the Program Director concerning office management issues and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Director for improvement. May assist in program-level policy development.
• Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.
• Provides both administrative supervision and support to residents/interns/fellows. Acts as a liaison between residents and hospital administration when necessary. Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding resident recruitment, orientation, annual program Affiliation Agreements, and external rotations.
• Oversees department-level trainee orientation.
• Informs residents and trainees of inter and intradepartmental policy and procedure changes, with assistance from GME office,
• Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, CRICO extensions, annual contracts, and initial and re-credentialing of trainees.
• Manages materials for specialty-specific trainee exams and may assist with proctoring exams.
• Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
• Maintains databases with resident and faculty data, including New Innovations.
• Manages the evaluative processes of the trainees, program, faculty, and rotations.
• Develops and distributes call schedule.
• Oversees all purchasing for the office/program.  Assesses equipment acquisition and training needs, and makes recommendations to the Program Director. Orders equipment and supplies for the training office.
• Plans departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
• Organizes meetings and prepares and distributes materials for conferences and lectures. Develops brochures, invitations, or advertisements for events/lectures.
• Coordinates medical student rotations and, as appropriate, “observerships”.
• Creates and/or maintains external program advertising/media through websites, brochures, postcards, publications and other such media. Creates/edits annual publications regarding the program. Maintains program’s website.
• In applicable programs, maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the Residency Recruitment season.
• Performs all Match responsibilities and corresponds with newly matched residents about requirements and process for appointment to the hospitals. In applicable programs, assists with quota review and rank list entry and certification in NRMP (National Residency Matching Program).
• Tracks and processes initial paperwork for visa requests, in conjunction with the Registrar and International Office.
• Verifies trainees’ status and activities as needed.
• Assists in the preparation for ACGME Self Study, Site Visits and internal/special reviews.
• Assists in monitoring residents’ duty hours and operative/case experience via regular review of data reports.
• Receives inquiries from residents and applicants and triage as necessary to others within the department or in other hospital/PHS departments.
• Performs other duties as assigned by the Program Director.

Qualifications

Minimum of 3-5 years of office administration experience, preferably in a healthcare and/or education setting.

Skills, Abilities, Competencies Required

• Excellent written and verbal communication skills. 
• Ability to organize information.
• Ability to handle sensitive information with absolute confidentiality.
• Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint.
• Ability to make decisions independently or to escalate issues as needed.

Working Conditions

Works within the training offices. For integrated programs, specify if position requires travel between sites.

Supervisory Responsibility

Provides administrative supervision and guidance to residents regarding administrative issues, due dates, and deadlines. May supervise, train and guide new coordinators or administrative assistants within the residency program. May hire temporary office assistance with approval of the Program Director.

Fiscal Responsibility

Develops, monitors and reports on the training program budget. Works with the business manager and/or Administrative Director to ensure accuracy of monthly budget statements and develops yearly residency budget. Responsible for recurring purchase orders for the residency program, processing all check requests, and paying bills associated with the program’s activities. May be responsible for management of grants awarded to individual residents.

This page was last updated on 1/25/18.