Residency/Fellowship Program Coordinator

NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. At NYU Langone Health, equity and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace inclusion and individual skills, ideas, and knowledge.

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Position Summary:

We have an exciting opportunity to join our team as a Residency/Fellowship Program Coordinator.

In this role, the successful candidate Under general supervision, coordinates all activities related to departmental residency programs with a focus on Primary Caretraining, including managing all aspects of the resident recruitment and selection process. Acts as the liaison to internal andexternal contacts, including residents, medical students, attending physicians, administration, and affiliated institutions. Providesadministrative support to residency program leadership and serves as the primary contact for the School of Medicine GME officefor the department, ensuring a coordinated, well-integrated Primary Care residency program. Oversees and manages theprograms social media and communication outreach to support resident engagement and program visibility.

Job Responsibilities:

Resident Selection - Follows recruitment season timeline to set-up all requirements for resident selection. Works with ERAS system (Electronic Residency Application System) for processing applications. Updates filters, creates dashboards, sets up Interview broker/AMP/Thalamus, screens residency applications, and arranges and coordinates interviews with the interview committee.

Resident Onboarding - Prepares and facilitates requirements for interns, residents and fellows appoved and authorized by the Accreditation for Continuing Graduate Medical Education (ACGME). Prepares credendialing for residents and fellows in the department. Coordinates the appointment process, maintaining a system for ensuring that new incoming residents have submitted all necessary documents for credentialing and payroll to the House staff offices at NYU and Bellevue in time for their start dates. Prepare orientation packets for new residents and assist the Program Directors to ensure that all residents are aware of the documentation requirements of the School, Hospitals, and ACGME.

Program Support - Provide administrative support services to the Program Director to facilitate the efficient operation of the Medical Education office. Ensures that all support functions for the Program Director are completed on a daily basis. Plans and coordinates interrelated activities effectively and efficiently according to schedule. Handles confidential matters with appropriate discretion and urgency. Facilitates reimbursements; prepares and processes Purchase Requisitions, Check Requests, IOIs and related invoices to all areas of the medical education programs. Prepares and updates the academic calendar for the program. Plans and oversees logistics and all aspects of program related virtual and in-person events and meetings. Assists faculty in preparing letters of recommendation for current and past program participants. Oversees Advanced Cardiovascular Life Support (ACLS) and Basic Life Support (BLS) recertification processes for residents. Provides logistical support for Medicine Noon conferences as needed.

Communication - Ensure effective communications with House staff Offices, staff members involved with resident education, and residents. Screens, monitors and disseminates communication, including mail, phone, and other inquiries both internally and externally. Develops and oversees phone and pager systems to ensure efficient and timely management of communications among the house staff and attending. Maintains a supportive environment conducive to learning and growth.

Collaboration - Makes requests to, and interacts with other departments within NYU Grossman School of Medicine, Bellevue, VA and other related hospitals. Allows the other department sufficient time to reply; in turn, responds quickly in order to ensure efficient coordination of activities. Prepares all materials in an appropriate and efficient manner through the efficient utilization of all GME related software. Further develops computer and new program related software skills.

Maintenance of Data - Sets up and maintains documentation and complex records for the program. Maintains records in an organized and up-to-date manner; utilizes a virtual filing system which allows for a prompt retrieval of all information. Completes e-filing accurately and promptly. Maintains information for the Medical Education Office in accordance with policy. Uses appropriate systems to maintain this data where applicable. Becomes well versed with the New Innovations application for collecting and recording required residency data.

Evaluation Process - Manages the faculty annual evaluation of the residency program and their evaluation by the residents. Review, update and revise questions on forms used for faculty to evaluate residents and the residency program to remain in compliance with the ACGME guidelines.

Attends monthly institutional residency program meetings as directed to stay informed of institutional requirements for assisting in the administration of residency training programs.

Global Health Elective Management - Under the direction of program leadership, manages and oversees the organization, prep, and adminstration for the Global Health Elective in the Internal Medicine Residency Program. Assist with coordination and administrative compliance of all participating residents, in collaboration with the GME Office.

In-Rotator Onboarding - Under the direction of program leadership, manages and oversees the organization, prep, and administration for the in-rotating residents in the Internal Medicine Residency Program. Assist with coordination and administrative compliance of all in-rotating residents, in collaboration with the GME Office.

Objective Structured Clinical Examinations - Coordinates and schedules Objective Structured Clinical Examinations (OSCEs) for the Residency Program, including booking standardized patients (SPs) and collaborating with Program Directors, faculty, and simulation centers to ensure alignment with ACGME requirements. Manages OSCE documentation, evaluation tools, scoring data, examiner assignments, resident schedules, and post-assessment reporting, and supports continuous quality improvement through review of OSCE outcomes and incorporation of feedback into curriculum planning.

Additional Position Specific Responsibilities:
Performs other duties and responsibilities as required to support departmental and organizational needs.

Minimum Qualifications:

To qualify you must have a BA Degree plus 2-3 years of responsible office administration experience, preferably in medical education or a healthcare setting, or equivalent combination of education and experience; excellent communication, interpersonal, computer and organizational skills. Excellent attention to detail. The ideal candidate must be able to work independently and manage multiple priorities.

Preferred Qualifications:

Experience in residency program coordination.
Experience in social media platforms, such as Instagram.

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Grossman School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents. At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.

NYU Grossman School of Medicine is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.

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NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $66,299.99 - $66,300.00 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

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