Pediatrics Residency Coordinator

Aurora, CO
Aug 04, 2017
Institution Type
Four-Year Institution

*Applications are accepted electronically ONLY at*

University of Colorado Denver l Anschutz Medical Campus

School of Medicine, Department of Pediatrics, Office of Medical Education

Pediatrics Residency Coordinator (Academic Services Senior Professional)

Position #723947 - Requisition 10579

The Department of Pediatrics, Office of Medical Education has an opening for a full-time, University Staff Pediatrics Residency Coordinator (Academic Services Senior Professional) position.

The University of Colorado Anschutz Medical Campus ranks among the top institutions nationally in clinical care, education and research. Its 230-acre campus, designed to enhance collaboration and interprofessional education, hosts the College of Nursing; the Schools of Dental Medicine, Medicine, Pharmacy, and Public Health; the Graduate School; a Health Sciences Library; and two hospitals. Strategically located contiguous to the campus are a biosciences research park and the soon-to-be-completed Veterans Hospital. CU Anschutz offers two undergraduate degrees, 35 graduate degrees, and five first-professional programs. More than 4,000 students learn alongside faculty members who also make meaningful medical discoveries and provide expert clinical care through 1.5 million patient-visits annually. A hub for research and innovation, CU Anschutz receives over $400 million in research awards each year and has filed 1,300 patent applications and formed 53 new companies since 2002.

A national leader in health care and life sciences, CU Anschutz is the only comprehensive academic health sciences center in Colorado and the largest in the Rocky Mountain region. Located in Aurora, Colo., it is one of the newest education, research and patient care facilities in the world. With six schools and colleges, CU Anschutz trains the health sciences workforce of the future by blending education, research and clinical care all in one place. This strategic collaboration among diverse health care fields allows knowledge to travel directly from the research bench to the patient's bedside. Read CU Anschutz Quick Facts here.

The Department of Pediatrics is a department within the University of Colorado School of Medicine with a mission of patient care, medical education, and research. The three-year Pediatric Residency Program is designed to prepare residents to practice the full scope of Pediatrics with a broad exposure of educational experiences to all major acute and chronic diseases of childhood, in a variety of practice settings, including Children's Hospital Colorado, University of Colorado Hospital, Denver Health and numerous offsite educational experiences.

Job Summary:
The Pediatrics Residency Coordinator provides administrative management for the Department of Pediatric Residency Program and its residents in training. The Coordinator is responsible for assisting with all aspects of the Pediatric Residency Program at the University of Colorado. This includes recruitment of residents, orientation, curriculum development, tracking of requirements and evaluation of residents, faculty and program components. This position will work in a collaborative, close relationship with the residency faculty, chief residents, residents and other residency support staff, and will contribute to the ongoing development, analysis and evaluation of the residency program.

The Coordinator provides essential management, communication and networking for the effective functioning of this Residency Program. The Coordinator represents the Residency on behalf of the Graduate Medical Education (GME) Office, the Department of Pediatrics, Children's Hospital Colorado, the School of Medicine, and the University of Colorado. This position indirectly supervises an administrative assistant who provides support for the Office of Medical Education. This includes clarifying and understanding information in order to provide proper program and project services and analyzing and reviewing program problems to ensure compliance with rules and regulations.

Examples of Work Performed:

Administration of the Pediatric Residency Training Program:

  • Performs managerial duties as related to planning, directing and coordinating academic, operational, and financial activities of the residency program.
  • Plans, organizes and provides orientation to residents, including program expectations, policies and procedures.
  • Assists in the development of program educational and administrative goals and objectives.
  • Manages all required electronic recordkeeping that serve as the data processes for the Residency. Manages the various databases required for compliance, including, but not limited to, Accreditation Council for Graduate Medical Education (ACGME), Electronic Residency Application Service (ERAS), National Resident Matching Program (NRMP), American Board of Pediatrics (ABP), AmIon, MedHub and Brightspace. Additionally manages software used for resident evaluations or a host of other residency needs.
  • Ensures residents are completing all requirements of program (exams, procedures, evaluations, certifications).
  • Manages hard copy and electronic files of residents who enter or leave the program, and responds to all requests for confirmation of residency or letters of reference.
  • Prepares reports for the Department or others to satisfy needs, such as ACGME studies, program reviews, retreats, audits or other, as requested.
  • Administers pertinent State fiscal policies, State and UC SOM rules and procedures, and State and Federal laws and standards applicable to the Residency or business management.
  • Administers pertinent Graduate Medical Education policies, including rules and regulations promulgated by the ACGME.
  • Manages program and fiscal policies related to residency needs at all training site locations, including the University of Colorado Hospital (UCH), Children's Hospital Colorado (CHCO), Denver Health Medical Center (DHMC) and others.
  • Attends and may be the coordinator of Residency-related meetings and functions or other educational meetings of the Department, including faculty meetings, department manager meetings.
  • Manages all arrangements for residency events such as graduation, orientation, resident research day and annual awards.

Residency Recruitment:

  • Manages all aspects of the annual Residency recruitment process.
  • Develops and maintains up-to-date informational brochures on the Residency, in hard copy and online versions, as appropriate.
  • Fields prospective resident information requests primarily by e-mail and phone.
  • Establishes interview days for residents.
  • Collects and organizes information on applicants from the national resident applicant database, Electronic Residency Application Service (ERAS).
  • Coordinates faculty interviewers, space, meals, transportation and other needs for prospective residents.
  • Coordinates with the Neurology, Physical Medicine & Rehabilitation, and Internal Medicine/Pediatrics programs throughout the season to ensure effective processes
  • Prepares all applicant files for committee final review
  • Assists Selection Committee members with any administrative requests
  • Gathers and assembles interview results, and prepares for the Resident Match process, including coordinating a faculty ranking session and ultimate submission of Match list to the National Resident Matching Program (NRMP).

Occasional Duties:

  • Assists Residency Director/Associate Directors/Chief Residents with administrative tasks that are requested, including calendaring, correspondence and program representation.
  • Provides back-up support for other administrative positions and participates in shared duties of support staff.
  • Assists with department conferences/retreats.

PLEASE NOTE: Candidates will be responsible for travel expenses related to the interview process and any relocation expenses, if applicable.

Salary and Benefits:

The hiring salary for this position is commensurate with skills and experience. This position is not eligible for overtime compensation.

The University of Colorado offers a full benefits package. Information on University benefits programs, including eligibility, is located at

The University of Colorado Denver Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

The University of Colorado Denver Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.


Minimum Qualifications:
  • A bachelor's degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution.
  • Three (3) years of administrative support experience.

Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor's degree on a year for year basis, but not for the specific experience.

Conditions of Employment:
  • Must be willing and able to successfully pass a 10 panel drug test.
  • Must be willing and able to successfully pass a national criminal background check.

Preferred Qualifications:
  • Three (3) or more years of administrative support and/or office management experience in an academic healthcare setting.
  • Experience managing all aspects of residency recruitment processes.
  • Experience managing electronic recordkeeping and filing systems and databases (ex. ACGME, ERAS, NRMP, ABP, Amion, etc.).
  • Experience preparing and managing reports.
  • Experience setting up and arranging all aspects of conferences, events and meetings.
  • Experience working with and interpreting Federal, State and University policies, rules and regulations.

Competencies/Knowledge, Skills, and Abilities:
  • Organizational skills with ability to plan and organize Residency needs and activities, establish work priorities and provide follow through to ensure completion of activities, both individually and assisting others with work tasks.
  • Ability to manage and perform a variety of complex assignments with considerable independent judgment and motivation.
  • Knowledge of, or ability to become fully competent in computer programs essential to the Residency, including the Microsoft Office Suite (Word, Excel, Access, PowerPoint, Outlook), the Electronic Residency Application System (ERAS), OnCall (amion) scheduling tools and MedHub. Software used will continue to change, so adaptability to new electronic programs and tools is essential.
  • Skill in using independent judgment and discretion, deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems.
  • Ability to understand and apply regulatory requirements at the program level.
  • Ability to communicate effectively with administrative personnel, physicians and other program personnel, trainees/prospective trainees, staff and other constituents in written and verbal communications and oral presentations. Displays high-level interpersonal skills in working with residents and others in an environment of high volume and stress.

Special Instructions to Applicants:*Applications are accepted electronically ONLY at * REQUIRED APPLICATION MATERIALS: 1). A letter of application which specifically addresses the job requirements and outlines qualifications. 2). A current resume/CV. 3). List of 3-5 professional references. Questions should be directed to Shannon Gillette at

Reference checks are a standard step in our hiring process. You may be asked to provide contact information, including e-mail addresses, for up to 5 references if you are referred to the Hiring Authority for an interview. We will notify you prior to contacting both on and off-list references.

Application Materials Required:Cover Letter, Resume/CV, List of References

Application Materials Instructions:APPLICATION DEADLINE: Review of applications will begin immediately and will continue until the position is filled.

Job Category: Academic Services

Primary Location: Aurora

Department: H0001 -- Anschutz Medical Campus - 20269 - SOM-PEDS General Operations

Schedule: Full-time

Posting Date: Aug 3, 2017

Closing Date: Ongoing

Posting Contact Name: Shannon Gillette

Posting Contact Email:

Position Number: 00723947