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Residency/Fellowship Program Coordinator

Coordinate with Purpose. Support Future Physicians. Drive Program Excellence.

Are you a highly organized, proactive professional who thrives in a dynamic healthcare and academic environment? University Health is seeking a Residency/Fellowship Program Coordinator to play a pivotal role in the successful operation of an accredited or non-accredited residency/fellowship training program.

Working independently under the general direction of the Program Manager, Senior Program Manager, and/or Program Director, this position oversees the operational and financial management of the training program while serving as a key resource for residents, fellows, faculty, hospital leadership, and external partners.

The ideal candidate brings exceptional organizational skills, sound judgment, strong communication abilities, and the initiative to manage complex programmatic responsibilities while ensuring compliance with accreditation and hospital requirements.

What You’ll Do

Program Operations & Administration

• Partner with the Program Manager/Senior Program Manager and Program Director to manage daily program operations, office activities, projects, and administrative priorities.
• Evaluate workflows, identify opportunities for greater efficiency and cost effectiveness, and recommend process improvements.
• Develop, implement, and maintain effective office, filing, recordkeeping, and program management systems.
• Maintain accurate resident and faculty databases, including New Innovations.
• Organize meetings, conferences, lectures, and program-related events; prepare and distribute agendas, materials, and communications.
• Coordinate annual recruitment, orientation, graduation, and other departmental events.

Accreditation & Compliance

• Interpret and apply ACGME, other national accrediting agency, and hospital policies to support program compliance.
• Track and ensure compliance with trainee licensing, credentialing, contracts, moonlighting, and other appointment requirements.
• Support preparation for ACGME Self-Studies, Site Visits, internal reviews, and special reviews.
• Maintain current knowledge of applicable statutes, regulations, guidelines, and standards.
• Promote quality improvement, patient and staff safety, cultural diversity, and compliance throughout program operations.

Resident & Fellow Support

• Provide administrative supervision and support to residents, interns, and fellows.
• Serve as a key liaison between trainees and hospital administration when appropriate.
• Coordinate trainee orientation and communicate policy and procedure changes.
• Establish and maintain effective relationships with internal departments, other hospitals, and external partners.
• Coordinate annual affiliation agreements and external rotation requirements.
• Verify trainee status and activities as needed.
• Manage specialty-specific examination materials and assist with examination proctoring when applicable.

Recruitment & Graduate Medical Education

• Support trainee recruitment activities and processes throughout the recruitment season.
• Maintain ERAS (Electronic Residency Application System) processes in applicable programs.
• Coordinate Match responsibilities and communicate with newly matched residents regarding appointment requirements and next steps.
• Assist with rank list entry and certification through NRMP (National Resident Matching Program), when applicable.
• Develop and maintain recruitment materials, brochures, advertisements, websites, publications, and other program media.
• Maintain program websites and annual publications to ensure current and accurate information is available to prospective and current trainees.

Program Evaluation & Continuous Improvement

• Manage evaluation processes for trainees, faculty, rotations, and the overall program.
• Analyze administrative workflows and identify opportunities to improve program effectiveness.
• Troubleshoot issues, standardize procedures, and recommend solutions.
• Assist with program-level policy development and other special projects as assigned.

What We’re Looking For

• Associate’s degree in a related field such as Health Sciences, Business, Public Administration, Education, or a related discipline.
• 2–5 years of experience in a high-level administrative role.
• Excellent written and verbal communication skills.
• Strong organizational skills and the ability to effectively manage complex information and competing priorities.
• Demonstrated ability to handle sensitive information with absolute confidentiality.
• Strong proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Ability to exercise independent judgment, make sound decisions, and appropriately escalate issues when necessary.

Preferred Qualifications

• Bachelor’s degree in Health Sciences, Business, Public Administration, Education, or a related field.
• At least one year of program coordinator experience.

Why This Role Matters

As a Residency/Fellowship Program Coordinator, you’ll be at the center of the educational and operational experience for the next generation of physicians and healthcare professionals. Your organization, initiative, and attention to detail will help ensure trainees, faculty, and program leadership have the support and infrastructure needed to achieve program goals and maintain accreditation standards.

If you’re ready to bring your administrative expertise to a role where organization, relationships, compliance, and education come together, this is an opportunity to make a meaningful impact.