Program Coordinator, Residency/Fellowship Education

Job Profile Summary

This role focuses on supporting the education and development of employees or students by developing education, curricula, materials, and programs to support educational growth. In addition, this role focuses on performing the following Higher Education duties:Works directly with clinical and academic staff to design and deliver academic and clinical education. An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a "hands on" environment. The majority of time is spent in the delivery of support services or activities, typically under supervision. An experienced level role that requires basic knowledge of job procedures and tools obtained through work experience and may require vocational or technical education. Works under moderate supervision, problems are typically of a routine nature, but may at times require interpretation or deviation from standard procedures, and communicates information that requires some explanation or interpretation.

Job Overview

This position provides administrative and operational support for the residency program within the Department of Medicine at Tufts Medical Center. Ensures compliance with Accreditation Council for Graduate Medical Education (ACGME) standards, manages scheduling, coordinates evaluations, and facilitates program logistics. Serves as the key point of contact for residents, fellows, faculty, and institutional leadership related to educational needs and requirements, ensuring smooth program operations.

This position plays a crucial role in managing educational activities, recruitment, accreditation compliance, and resident tracking while maintaining program efficiency and alignment with institutional goals. Responsible for overseeing the daily administrative functions of the residency program and ensuring adherence to GME guidelines and accreditation standards. Requires strong organizational, communication, and problem-solving skills to support program directors, faculty, and trainees in a fast-paced academic medical center environment.

Job Description

Minimum Qualifications:

1. Associate's degree OR Completion of Two (2) years of a Bachelor's degree program.

2. One (1) year of administrative experience.

Preferred Qualifications:

1. Bachelor's degree in healthcare administration, education, or a related field.

2. Three (3) years of administrative experience in a healthcare or academic setting.

3. Experience with GME, ACGME accreditation, and program coordination.

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.

1. Works with program leadership to maintain and distribute a resident's handbook, which will include department specific policies, procedures, and information.

2. Processes and tracks CME resident reimbursements for qualifying educational expenses.

3. Coordinates and administers in-training examinations for residents.

4. Manages daily operations of residency program, ensuring compliance with ACGME and institutional policies.

5. Maintains accurate records and documentation for accreditation, evaluation, and reporting purposes.

6. Coordinates bi-annual Clinical Competency Committee (CCC) meetings and tracks milestone completion on ACGME portals.

7. Manages Program Evaluation Committee (PEC) meetings, ensuring compliance with ACGME standards.

8. Mandatory attendance to the monthly coordinator meeting hosted by GME.

9. Coordinates clinical and didactic schedules, ensuring appropriate faculty and resident assignments.

10. Oversees resident rotation schedules, working with program leadership and hospital departments.

11. Organizes and tracks evaluations, faculty feedback, and performance milestones using New Innovations.

12. Enters and manages block schedule setup in MedScheduler and ensures synchronization with New Innovations.

13. Manages New Innovations and the residency program evaluation system. Enters and creates new evaluation forms and tracks duty hours.

14. Tracks faculty and resident completion of evaluations and sends out reminders

15. Manages residency and fellowship recruitment via ERAS and NRMP, coordinating interview days and faculty assignments.

16. Supports Thalamus scheduling for applicant interviews and assists on interview days.

17. Facilitates onboarding for new trainees, including credentialing, orientation, and compliance documentation.

18. Maintains ACGME-mandated records and reporting, including program evaluations and resident performance tracking.

19. Supports annual program updates via WebADS.

20. Uploads milestones twice a year to the ACGME and specialty board platform.

21. Assists with self-study and site visit preparation to ensure continued accreditation.

22. Organizes and supports special events, including graduation and intern orientation.

23. Maintains resident praise documentation, tracking positive feedback and commendations.

24. Manages one-time payments and time off requests for residents.

25. Ensures accurate program letters of agreement (PLAs) per ACGME and institutional guidelines, collects signatures, and submits to GME for review and finalization.

Physical Requirements:

1. Occasionally lift and/or move up to 25 lbs.

2. Primarily a sedentary role, but may involve walking, standing, and operating office equipment.

3. Frequent communication via phone, email, and in-person meetings.

Skills & Abilities:

1. Strong organizational and project management skills.

2. Excellent communication and interpersonal skills.

3. Ability to manage multiple priorities in a fast-paced environment.

4. Experience with Microsoft Office Suite, New Innovations, ERAS, and MedScheduler.

5. High-level attention to detail, discretion, and professionalism.

Tufts Medicine is a leading integrated health system bringing together the best of academic and community healthcare to deliver exceptional, connected and accessible care experiences to consumers across Massachusetts. Comprised of Tufts Medical Center, Lowell General Hospital, MelroseWakefield Hospital, Lawrence Memorial Hospital of Medford, Care at Home - an expansive home care network, and large integrated physician network. We are an equal opportunity employer and value diversity and inclusion at Tufts Medicine. Tufts Medicine does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, disability, genetic information, veteran status, national origin, gender identity and/or expression, marital status or any other characteristic protected by federal, state or local law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation by emailing us at careers@tuftsmedicine.org.