Summary of Duties/Responsibilities: 

The Internal Medicine Residency Program is the largest Graduate Medical Education (GME) training program in the Medical School with 92 residents.  The Program Coordinator works on a team with the Associate Education Manager and another Internal Medicine Residency coordinator which partners with the Program Director, Associate Program Directors and faculty to manage the Internal Medicine residency education program.  This position manages a subset of residency program responsibilities, many with a forward-facing focus, and also provides backup and cross coverage for other team members.  The successful candidate will be skilled in building partnerships, effectively communicating with people from diverse backgrounds, and managing complex projects. They will build out tools such as workflows, guides, checklists, calendars and leverage technical solutions (smartsheets, qualtrics, etc.)  to ensure that they are organized and prepared to provide support for their areas of responsibility. This position is a hybrid position, with the expectation of being in the office 2-3 days per week, and for periodic additional events and meetings.

Trainee Progression and Program Administration (40%): 
Provide programmatic management of the Internal Medicine residency program with execution of accreditation, program compliance, and annual cycle of events including large-scale trainee recruitment, orientation, and onboarding.  
Ensure compliance with all applicable ACGME, GME, and University policies and processes. Serve as a trainee point of contact and liaison.  
Manage trainee onboarding, affairs, and human resource processes and communications such as HR and visa-related issues, in compliance with applicable policies.   
Manage the financial reimbursement process for trainee educational expenses.  
Back-up for training verification and proof of employment letters, vacation/time away, leaves of absence, clinic cancellations, and moonlighting.
Partners with program and education leadership in implementing new initiatives.

Assessment and Evaluation (30%): 
Manage evaluation system of trainees, faculty and rotations used by the Resident Assessment Committee (RAC/PDAP) and the Program Evaluation Committee (PEC). Amend evaluations to reflect changes in the ACGME requirements. Develop and execute on approach to submit milestone reports to the ACGME.
Manage the monthly RAC review process, including execution of comprehensive review process and reporting utilizing various data repositories including RMS and other internal data systems.

Recruitment (30%):  
Manage all aspects of the annual 4-month recruitment season while serving as primary contact for 300+ invited applicants and faculty.
Assist program director and associate program directors in developing program admissions parameters, and in reviewing and selecting the initial list of strongest candidates, and in analyzing faculty assessments to develop ranking of candidates. Upon completion, conduct recruitment cycle analysis to continually increase competitiveness of the program and identify areas for improvement.
Manage program use of the Electronic Residency Application System (ERAS) and Thalamus, the systems used to manage applicants participating in the National Resident Matching Program (NRMP), while ensuring compliance with all policies and procedures.
Develop and/or updates recruitment marketing documents, departmental website, multimedia promotion.
Coordinate and actively participate in recruitment days and serve as part of the selection committee.

Required Qualifications: Must be documented on all application materials 
BA/BS with at least two years of experience or a combination of related education and work experience to equal six years
Demonstrated ability to organize and present complex information
Demonstrated experience handling a wide range of administrative related tasks with a commitment to professionalism
Ability to, manage multiple projects simultaneously and meet deadlines with accuracy and efficiency
Outstanding communication (oral and written), interpersonal, organizational skills with keen attention to detail all with an ability to work with diverse audiences
Proficient with Microsoft Office, Google Suite, and web conferencing software (e.g., Zoom, Microsoft Teams, Google Meet), with the drive to learn new systems as needed
Demonstrated near and long-term project planning and management skills with attention to detail and follow-through
Candidates must be able to work both autonomously and collaboratively

Preferred Qualifications: 
Work experience in residency, medical, or medical education settings
Working knowledge of New Innovations (RMS), Accreditation Council for Graduate Medical Education (ACGME), and American Board of Medical Specialties
Professional program and/or project management experience
Strong Excel and/or data analytic skills
Demonstrated ability to be resourceful (i.e., identify errors and take initiatives to solve problems as they arise)
Demonstrated ability to work across varying levels of an organization (i.e., leadership, colleagues, and trainees)
Training in and knowledge of University of Minnesota systems, policies, and procedures including EFS, PeopleSoft, Canvas, etc.
Ability to work occasional non-standard work hours to coordinate programmatic activities

About University of Minnesota Twin Cities

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