Residency Coordinator

Irvine, Orange County
Jul 03, 2014
Department: Department Of Medicine
Req No.: 2014-0580
Location: UCI Medical Center - Orange

Job Summary

The program administrator is responsible for the day to day administration of the residency program and reports directly to the program director. The program administrator functions as the liaison between the program director and the department administrator as well as the GME, other departments, divisions, fellows, residents and medical students. This includes the 11 divisions of the Department of Medicine and their respective 10 fellowship coordinators and 70 associated fellows. The program administrator is responsible for supervising staff members working in the office of the program director which includes one Analyst and one administrative assistant.


Salary: Monthly $4,823.83 - $6,111.75

Work Schedule: 8-5, M-F

Career Position.

Final candidate subject to background check.

As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.

Please attach your resume.


Click here to see the Department Of Medicine website.


View Job Description for the position requirements. 

Job Description
Job Essential Function 1
Percent of Time: 25%
Program Coordination
Overseeing day to day operations of the residency program
Providing administrative support for the program director, associate program directors
(three) and residents (92)
Supervise inputting of all monthly rotational and on-call service assignment schedules
and annual clinic and ward-attending schedules. With Chief Resident, prepare and maintain
log of procedures and assure documentation of procedure performance is maintained in
resident files to assure compliance with the Accreditation Council for Graduate Medical
Education (ACGME) requirements.
Coordinating residency related events. Coordinate and make all arrangements for the
annual year-end Graduation program, Career Day, Fellowship Day,  Research Presentation
Day, annual Holiday Banquet, annual Intern to R-2 Transition retreat, and annual R-2
Mentoring retreat. Includes hotel reservations, meeting rooms, menus, and attendance
Supervise maintenance of resident database with up-to-date records on the residency
alumni, providing administrative support for alumni association when required.
Coordinate Continuing Medical Education (CME) activities (Grand Rounds), attendance and
Prepare annual program agreements with participating institutions. Prepares Rainbow
Reports and verifies yearly affiliation agreements with local hospitals/health centers
presentation to the Chairman, Department Administration and Dean.
Coordinate the Internal Medicine In-Training Examination annually
Advise subspecialty fellowship coordinators (10) on accreditation and recruitment issues.
Coordinate annual and quarterly meetings between core medicine program director and
administrator with individual fellowship directors and coordinators
Job Essential Function 2
Percent of Time: 50%
Program Administration/Supervision
Responsible for all residents, including promotion reappointments, termination, pay
status, appointment status, additions, and deletions in accordance with policies and
procedures mandated by the University and Department; Maintain application roster and
communicate with residents applying for senior positions (PGY II-III); Maintain accurate
records of vacations, educational leave and sick leave accruals. Process all leave
Serve as resource to residents on Departmental policy, academic matters, hospital, and
campus affairs, including, but not limited to, loan deferment and forbearance, state
medical licensing, DEA (Drug Enforcement Agency) certification, ACLS (Advanced Cardiac
Life Support) certification, medical and dental insurance, and employment confirmations.
Act as benefits information representative for residents and fellows. Provide education
and counseling of residents for loan deferment requests
Respond to requests of training verification for residents who have completed and/or left
the program, as well as written requests from various governmental and licensing agencies
for demographic information.
Resident Recruitment
In conjunction with the Program Director create program admission criteria. Independently
screen applications in order to determine which Residency applicants should be
interviewed and inviting candidates for interview. Supervise the application and
selection process for the residency program. Maintain Program website to ensure
up-to-date program information for applicants. Analyze and verify data is complete.
Compile applicant dossiers for faculty review, examining and evaluating data for
completeness and assessing validity of submitted documents to assure conformance with the
requirements of the California Board of Medical Quality Assurance, the Accreditation
Council for Graduate Medical Education, the Educational Council for Foreign Medical
Graduates, and other federal and state agencies, using the Electronic Resident
Application Service (ERAS) as a tool.
Arrange the details of the personal interviews which involve reserving faculty time,
preparing agendas with informative attachments for each applicant, arranging for the
applicants' orientation luncheon, and coordinating simultaneous tours and interviews
involving the Chief Residents, current senior residents, faculty members and others
Coordinate rank meetings, rank list and post-match data and activities. In coordination
with the Program director maintain contact with the National Matching Program to ensure
continuity of program strength. Input applicant s names onto NRMP (National Resident
Matching Program) website following determination of those who are desirable candidates
for the Internal Medicine program.
Verify Educational Commission for Foreign Medical Graduates (ECFMG) documentation and
ensure visa requirements are met (as appropriate) Serve as training program liaison for
the ECFMG (Educational Council for Foreign Medical Graduates).
Hires, trains and supervises office staff (One Financial Analyst and one Administrative
Directs office workload
Prepares resident vacation, sick leave and leave of absence documentation
Creates and maintains fellowship or job opportunity files/webpage
Responds to resident concerns and alerts program director as appropriate
Assists in resident remediation
Assists in due process for resident probation or termination
Consults with legal counsel on hiring and disciplinary actions as appropriate
Coordinates faculty development sessions
Producing, updating and distributing manuals for incoming residents
Onboard new residents and fellows with new hire paperwork. Arrange orientation seminars
speakers and verify education and licensure.
Job Essential Function 3
Percent of Time: 15%
Information Technology
Uses internet for ACGME Web ADS, American Board of Internal Medicine (ABIM) Tracking,
ERAS, NRMP, surveys and national reports
Implements and maintains program management software (New Innovations)
Develops and maintains database on current residents and alumni
Updates and maintains websites for faculty and residents resources, coordinating with
Department of Medicine IT liaison for major changes
Creates and maintains recruiting webpages
Oversees budget for residency program ($1.3 Million approximate annual budget)
Gathers internship and residency information site data for Intern Resident Information
System (IRIS) reporting
Monitors residency payroll
Completes salary worksheets and online rotation schedule for GME billing of all residents
and fellows
Monitors and ensures appropriate distribution of FTE across all three training sites
Develops and maintains financial disbursement agreements between sponsoring and
participating institutions
Supervises preparation and updates on residents rotation schedules to be used for
assessing revenue against expenses, including maintenance of allocation number
assignments for each rotation, and coordinating departmental schedule with computerized
allocation sheets
Job Essential Function 4
Percent of Time: 10%
Credentialing/ Accreditation
Supervise the timely collection and recording of resident/faculty evaluations as required
by the ACGME (Accreditation Council for Graduate Medical Education). Alerting program
director to evaluations of concern regarding residents, faculty and rotations
Prepare and submit annual evaluation (FasTrack) for residents as required by the American
Board of Internal Medicine. This is mandatory for entrance to Internal Medicine Board
Certification Exams.
Prepare and submit annual AMA/FREIDA (Fellowship and Residency Electronic Interactive
Database Access) which maintains program and individual resident statistics. Resident bio
and training data used for tracking purposes by the AMA and AAMC
Oversight and management of New Innovations, the web-based management system for resident
evaluations, schedule and milestones, coordinating the distribution, tracking and
filing of residents, faculty and rotation evaluations, verify resident completion of
Draft recommendation letters and verification training forms,, and maintain documentation
of residents for board eligibility
Arrange Advanced Cardiac Life Support courses for residents and incoming interns, track
annual TB test compliance and ensure state licensure and DEA certification requirements
are met by the program
Responsible for the semi-annual reviews and interviews between the Program Director,
Associate Program Directors, Faculty members, and current residents to meet ACGME/ROC
Ensure residents are up to date and compliant with all required online UC Learning Center
Monitor and take necessary action to ascertain compliance with medical records for
in-patient and consultation admissions and discharges and notification of residents
regarding delinquency reports for medical records to assure compliance with UCI policies.
Coordinate the functions of and provides support to the Residency Oversight Committee,
(ROC) as well as the Competence Committee. Attend monthly meetings, prepare agenda, and
maintain minutes, action items and follow up items. Provide input into decision making
process regarding actions taken regarding resident performance, including what actions
should be taken to improve same.
In conjunction with the Program Director, responsible for being fully conversant in the
Joint Commission on Accreditation of Hospitals regulations, including all updates, to
assist the Department in meeting requirements. Assure training of faculty and staff in
meeting requirements
Program Accreditation
Understand the Accreditation Council for Graduate Medical Education (ACGME) requirements
for the institution, core program and fellowships, and advises the program director of
requirement interpretation
Completes and submits ACGME Annual WebAds survey. This survey maintains and confirms
program and resident statistics, and also tracks resident work hours. Data collected is
used to support accreditation
Organizes internal review with institutional GME office in preparation of ACGME site
Prepares the department, faculty and residents for site visits
Serves as key participant for site visits
Extensive PC & software experience to include MS Office
Demonstrated ability to quickly grasp new computer applications for various surveys, etc.
Working knowledge of the Electronic Residency Application Service (ERAS)
Working knowledge of the National Residency Matching Program (NRMP) functions and operation.
Proper filing is crucial during the selection of residents and compilation of data procedures when responding to various agencies and facilities regarding residents who completed program, etc.
Demonstrated advanced organization skills to meet many concurrent deadlines on a variety of large visible, mission critical projects.
Demonstrated ability to prioritize workload while keeping functions in perspective and to encourage others to work with you to complete projects.
Demonstrated excellent communication skills to obtain and impart information by phone and in person. This includes speaking with faculty/physicians, fellows/residents, national and international applicants, patients, other hospital personnel, coordinators, national credentialing boards, national examination boards, etc.
Working knowledge of Medical Board of CA rules regarding domestic and international medical graduates.
Demonstrated ability to function well as a team member
Demonstrated ability to utilize available resources.
Ability to initiate and maintain relationships which foster open communication, problem-solving and decision making.
Demonstrated flexibility, responsiveness
Knowledge of computer printouts for the residents rotations, Affiliation Agreements (Rainbows), and personnel information.
Knowledge of the UCI personnel new-hire forms
Knowledge of University requirements for physicians who are not US residents or citizens
Below are general guidelines on the position's physical, mental, and environmental working conditions.
In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-5210.
Bend: Occasionally
Squat: Occasionally
Crawl: Not Applicable
Climb: Not Applicable
Kneel: Occasionally
Handle Objects: Frequently
Push/Pull: Not Applicable
Reach Above Shoulder Level: Occasionally
Sit: Frequently
Stand: Frequently
Walk: Frequently
Use Fine Finger Movements: Frequently
Carry/Lift Loads up to 25 Pounds: Occasionally
Carry/Lift loads between 25-50 lbs: Not Applicable
Carry/Lift Loads over 50 Pounds: Not Applicable
Read/Comprehend: Constantly
Write: Constantly
Perform Calculations: Occasionally
Communicate Orally: Constantly
Reason and Analyze: Constantly
Chemical/Biological Agent: Not Applicable
Construction Activities: Not Applicable
Contact with Water/Liquids: Not Applicable
Drive Motorized Equipment: Not Applicable
Confined Spaces: Not Applicable
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Occasionally
Gas System: Not Applicable