Residency​/Clerkship Program Coordinator - General Surgery Administration

Overview

Job Profile Summary
This role focuses on supporting the education and development of employees or students by developing education, curricula, materials, and programs to support educational growth. It includes duties in Higher

Education:

works directly with clinical and academic staff to design and deliver academic and clinical education. The role involves organizational related support or service (administrative or clerical) and support of daily business activities in a hands-on environment. The majority of time is spent delivering support services or activities, typically under supervision. This is an experienced level role that requires basic knowledge of job procedures and tools obtained through work experience, and may require vocational or technical education.

Works under moderate supervision; problems are typically routine but may require interpretation or deviation from standard procedures, and requires explanation or interpretation of information.

Job Overview
This position provides administrative and operational support for the residency program at Tufts Medical Center. Ensures compliance with Accreditation Council for Graduate Medical Education (ACGME) standards, manages scheduling, coordinates evaluations, and facilitates program logistics. Serves as the key point of contact for residents, fellows, faculty, and institutional leadership related to educational needs and requirements, ensuring smooth program operations. This role is essential in managing educational activities, recruitment, accreditation compliance, and resident tracking while maintaining program efficiency and alignment with institutional goals.

It oversees the daily administrative functions of the residency program and ensures adherence to GME guidelines and accreditation standards. Strong organizational, communication, and problem-solving skills are needed to support program directors, faculty, and trainees in a fast-paced academic medical center environment.

Minimum Qualifications:

• Associate’s degree OR completion of two (2) years of a Bachelor’s degree program.
• One (1) year of administrative experience.

Preferred Qualifications:

• Bachelor’s degree in healthcare administration, education, or a related field.
• Three (3) years of administrative experience in a healthcare or academic setting.
• Experience with GME, ACGME accreditation, and program coordination.

Duties and Responsibilities: The duties and responsibilities listed below describe the general nature of work and are not intended to be all-inclusive. Other duties may be assigned.

• Works with program leadership to maintain and distribute a resident handbook with department policies, procedures, and information.
• Processes and tracks CME resident reimbursements for qualifying educational expenses.
• Coordinates and administers in-training examinations for residents.
• Manages daily operations of residency program, ensuring compliance with ACGME and institutional policies.
• Maintains accurate records and documentation for accreditation, evaluation, and reporting purposes.
• Coordinates bi-annual Clinical Competency Committee (CCC) meetings and tracks milestone completion on ACGME portals.
• Manages Program Evaluation Committee (PEC) meetings, ensuring compliance with ACGME standards.
• Mandatory attendance to the monthly coordinator meeting hosted by GME.
• Coordinates clinical and didactic schedules, ensuring appropriate faculty and resident assignments.
• Oversees resident rotation schedules, working with program leadership and hospital departments.
• Organizes and tracks evaluations, faculty feedback, and performance milestones using New Innovations.
• Enters and manages block schedule setup in Med Scheduler and ensures synchronization with New Innovations.
• Manages New Innovations and the residency program evaluation system. Enters and creates new evaluation forms and tracks duty hours.
• Tracks faculty and resident completion of evaluations and sends reminders.
• Manages residency and fellowship recruitment via ERAS and NRMP, coordinating interview days and faculty assignments.
• Supports Thalamus scheduling for applicant interviews and assists on interview days.
• Facilitates onboarding…