"Residency Coordinator"

Job Details

Residency Coordinator

Position Number: 002400

Full Time or Part Time: Full Time

Anticipated Recruitment Range:

Position Type:

Job Category: Staff - Professional

Organizational Unit Overview: The PM&R Department serves the rehabilitation needs of the 1.3 million people in a 29-county region of eastern North Carolina and is located within ECU Health Rehabilitation Center at ECU Health Medical Center, with Spinal Cord, Brain Injury, General Rehab, and Pediatric Rehabilitation Units. The Center’s 57-bed inpatient unit is one of few rehabilitation facilities in the U.S. accredited by the Committee on Accreditation of Rehabilitation Facilities (CARF) in eleven or more specialty areas. The Center is also one of the five centers of excellence at ECU Health. ECU Health Medical Center is a JCAHO-accredited Level I Trauma center. The ECU Brody School of Medicine is partnered with ECU Health Medical Center (formerly Vidant Medical Center). ECU Health Medical Center is the flagship hospital for ECU Health and serves as the teaching hospital for the Brody School of Medicine at East Carolina University.

Job Duties: Residency Program Administration (50%): Coordinates the educational functions of the Residency Program including the timely dissemination of information and documentation, which is necessary for the efficient operation of the training program. Coordinates and facilitates activities related to the residents’ successful completion of the program and preparation for the Board Exam, such as: scheduling of resident rotations, clinic hours and/or schedules; arranging for extracurricular activities including training and educational activities; counseling current and incoming residents to such issues as scheduling, specific rotation requirements, annual and sick leave, benefits, policy and procedures, survival skills, etc.; documenting ongoing resident training and completion of training; scheduling evaluations of all residents in program; and supervising maintenance, confidentiality, and accessibility of resident files. Responsible for notifying GME Office of annual resident reappointment demonstrating successful completion of current year of training. Ensures residents complete yearly training requested by GME on time. Assists Program Director in preparation of written materials for residency curriculum including written goals and objectives for each rotation and uploads them to New Innovation/Med Hub. Develops and maintains networking with other off-site training programs. Trains residents/faculty in use of New Innovations and other residency systems (Med Hub) and seeks assistance by contacting New Innovations/Med Hub or GME Office. At the direction of the GME Office, organizes the program’s internal review midway between ACGME Program Site Visits, assists Program Director with completion of the Program Information Form (PIF), and updates the program’s FRIEDA survey. Coordinates assignments of residents and integrates learners from other departments into rotations. Serves as the liaison for all external clinical sites. Prepares documentation regarding external rotations for the GME office on a yearly basis (and as needed). Coordinates all resident elective rotations and ensures that documentation is prepared for the RAC and GME prior to deadline. Identifies coverage needed for vacations, illnesses, and leaves of absence to discuss with chief and Program Director. Ensures the developed monthly call schedule is updated and available to residents. Responsible for maintenance of all records related to resident duty hour reporting. Ensures residents are in compliance with ABPM&R yearly leave time. Coordinates GME leave including the ACGME- One time leave Ensures the developed monthly and ten-week clinic coverage schedule is updated and available to residents. Updates other departments of changes with schedule. Functions as liaison for residents from other departments requesting rotation with PM&R department. Prepares, distributes, and collects attendance logs. Send anonymous evaluations to residents. Sends Roca’s to faculty for mid-term and final evaluations. Ensures completion and schedules meetings for residents and faculty to review evaluations. Sends residents and faculty mentoring list. Schedules meetings for resident and faculty at least twice a year. Handles lunches/dinner expenses. Completes GME forms for educational conferences and travel expenses and ensures forms are returned on time. Orders approved educational books or apps for residents. Thoroughly reviews and becomes familiar with ACGME general and Special Requirements. Assists Program Director with preparation of data forms and narrative descriptions for accreditation Internal Review and site visits and other accrediting bodies. Assesses compliance with ACGME requirements, identify deficiencies, and communicates to Program Director. Maintains ACGME Web ADS and GME Track Systems. Assures compliance with all certifying agencies. Updates ACGME website yearly with new and graduating residents and incoming/outgoing faculty members. Ensures residents are logging procedures in ACGME website. Updates ABPM&R with new and graduating residents. Provides administrative support for teaching faculty, such as coordination of meetings and preparation/maintenance of audio-visual equipment.

Residency Recruitment / Hiring / Orientation (30%): Screens candidates and invites candidates for interviews. Responsible for ensuring timely completion of all documentation including references, Dean’s letters, transcripts, pictures, House Staff data form, and Employment and Eligibility Form. Manages ERAS (Electronic Residency Application Service) / Thalamus account ensuring downloading of yearly mailbox and daily downloading of applications, schedule interview dates. Arranges detailed itinerary considering availability of interviewing faculty and other residents. Prepares virtual meet-and-greets prior to interview days. Prepares virtual weblinks for interviews and sends applicants email explaining interview day and meet-and-greet, including department PowerPoint and other informative documents from GME. Collects all data related to the interview process and analyzes and prepares it for presentation. After the match, plans, organizes, assists, and executes in a timely manner, all the necessary processes for NC Medical Board licensing, credentialing and the ECU Health/GME hiring and onboarding process. Contacts all ranked candidates after the match for purposes of future recruiting, including post-match survey. Plans and organizes all aspects of residency orientation in collaboration with the Program Director and Chief Residents for newly matched residents and current interns. Orders labs coats and schedules composite picture for newly matched residents. Plans, organizes, and coordinates all aspects of events such as resident graduation, orientation welcome parties, applicant meals, research events, and program retreats including negotiations for facilities and meals, awards, graduation certificates, invitations, and programs.

Residency Administrative Support / Other Duties as Assigned (20%): Acts as staff liaison to various education committees, including preparation of agendas, minutes, correspondence, etc. Attends coordinator meetings. Assists in coordination of journal club series. Assists Program Director in managing residency committee activities. Assists in the development and monitoring of residency program budgets. Oversees fund allowances and budget. Works directly with GME for residents funds. Coordinates all program events to include but not limited to retreats, banquets, educational lunches, journal clubs, match day, mock oral board, and other program specific speaking engagements. Prepares a variety of reports within parameters defined by the department faculty and staff. Serves as program liaison to various organizations such as the ACGME, ABPM&R, AAPM&R, AAP, AAMC, AHEC. Prepares and updates departmental policy manual. Organizes and proctors annual In-training examinations (SAE) with AAPM&R for PGY2-PGY4 and AANEM for PGY4’s. Organizes yearly Virtual Mock Oral Board for PGY3-PGY4. Prepares weblinks and ensures residents and faculty have proper equipment needed. Carries out other miscellaneous duties such as securing Resident Graduate Survey, distribution of mail, answering phones, processing letters of recommendation and credentialing verification forms, ordering office supplies, making travel arrangements, processing travel reimbursements, maintaining calendar for Program Director, working with payroll office to ensure processing of resident payroll, and typing reports. All other duties related to resident education as assigned by the Program Director.

Minimum Education/Experience: Bachelor’s degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

License or Certification Required by Statute or Regulation: None

Preferred Experience, Skills, Training/Education: Experience working in a physician practice or academic setting. Experience working with residents and medical students.

Special Instructions to Applicant: Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application. Do not write ‘see resume’ on your application when completing the job duties section. If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment). Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities. Applicants must be currently authorized to work in the United States on a full-time basis.

Additional Instructions to Applicant:

Job Close Date: 9/22/2025

Open Until Filled: No

Initial Screening Begins:

To apply, visit https://ecu.peopleadmin.com/postings/88776