Job Description

Location: St. Elizabeth's Medical Center
Posted Date: 1/6/2023

Residency Program Coordinator (20 hours/week) – Days, Weekends as needed, No holidays

Position Summary:

The Fellowship Program Coordinator provides direction, leadership, and day-to-day management of educational and departmental activities to include administrative support to the 4 Fellowship Program Directors of the training programs, Director of Graduate Medical Education, and educational coordination between attending physicians, residents, medical students, institutional and regulatory administrative offices. This position is responsible for the coordination and organization of Accredited Graduate Medical Residency Programs in each of the specified specialties. The Fellowship Program Coordinator must demonstrate initiative, resourcefulness, and problem-solving skills in applying a detailed knowledge of the responsibilities, functions, and underlying management structure of the department/division and of the larger institution in organizing independently and prioritizing work, establishing procedures and systems, and ensuring orderly and timely workflow. This position participates in the selection of fellows, budget review and financial process of the training program. The Fellowship Program Manager acts for and makes decisions in the Fellowship Program Director’s absence within prescribed limits of authority. This position is responsible for 100% completion by residents/fellows of the organization’s mandatory training and initiatives.

Key Responsibilities:

Reviews ACGME "General and Special Requirements for Residency/Fellowship Training" on an annual basis and as needed; evaluates residency training program to assess compliance with the ACGME requirements, identifies deficiencies and notifies the Residency Program Director, makes recommendations, and executes changes to meet standards as warranted

Maintains, manages the training program in the New Innovations Residency Management Suite, this includes, preparation of all resident/faculty evaluations, rotation schedules, duty hours, scheduling, conferences, portfolio, creates database reports, IRIS preparation

Coordinates meetings between Fellowship Program Director, Associate Program Directors, Assistant Program Directors, and other teaching faculty. Coordinates meetings between the Fellows and Residency Program Director

Manages and coordinates ACGME-conducted accreditation site visits for training program

Maintains web based ACGME accreditation surveys for Training Program, collecting and collating appropriate information from various sources to complete surveys

Compiles and submits reports to ACGME, American Board Specialty, ABIM and other professional organizations as required

Maintains GME TRACK (resident database and tracking system utilized for the collection and management of GME data)

Initiates and administers department house staff budget including projections and future needs for program

Coordination and administration of departmental annual In-Service Training Exam for all the fellowships

Coordinates all residency recruitment efforts:

  • Maintains external recruiting Web pages
  • Must be proficient in ERAS (electronic residency application system), downloads and assess all applications
  • Assist in application selection process
  • Establishes and maintain data files for use in rank list for National Residency Matching Program (NRMP - the MATCH), corresponds with candidates and those who are accepted into the training program
  • Initiates and coordinates interview process for the department

Coordinates Medical and PA Student activities for students who rotate on the Cardiology Service

Develops new policies in response to new or revised regulations issued by governing agencies or program director

Acts as liaison with other medical centers (affiliated sites) to coordinate required rotations and electives. Creates Program Letters of Agreements for each off-site rotation/elective

Act as Liaison with Chief Residents

Plans and organizes departmental orientation for new fellows

Provides administrative support to 4 Program Directors

Prepares agendas, attend program related meetings, and produce minutes for meetings

Prepares all written correspondence, reports, etc., of the Fellowship Program Directors

Maintains Fellow Program Director's CV always updated

Maintains accurate files on all current and former house staff and process all credentialing documents on former house staff in an accurate and timely manner

Maintains discretion relative to confidential and sensitive residency program issues

Acts independently in handling day-to-day operations of the program

Coordinates scheduling of educational conferences for program

Ensures timely and proper running of these educational sessions by notifying speakers and participants,

Disseminates information about regularly scheduled conferences

Maintains and ensures compliance with CME accreditation and maintains records of attendance for all conferences

Plans and prepares annual program graduation dinner

Performs other duties as assigned

Required Knowledge and Skills:

Excellent Communication Skills, ability to work independently. Organized and able to work under tight deadlines and pressure.


Able to handle confidential matters.


  • I. Education: Bachelor’s Degree preferred
  • II. Experience: N/A
  • III. Licensure: N/A
  • IV. Technical: Software- Word & Excel

Other: Knowledge of New Innovations Residency Management Suite

Additional Information

Important COVID message

Please note, St. Elizabeth's Medical Center is taking additional, necessary preparations to ensure patients can receive compassionate care in a safe, carefully managed environment - with confidence and without fear. Our Safe and Ready program consists of a rigorous [five-point] standard ensuring patient safety, confidence, and convenience: Expanded hours will allow previously cancelled procedures to be scheduled as quickly as possible. Any COVID-19 related care takes place in designated areas away from other patients and their families. Emergency Departments are reorganized to be a safe place to treat all emergency patients. A stringent cleaning policy has been implemented throughout the hospital. A strictly controlled visitor and masking policy is required for patient safety. You can rest assured that we have made the necessary preparations to provide care in a safe, controlled, and professional way.

Application Instructions

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