UNIV - Neurology Residency Program Coordinator II - Department of Neurology

UNIV - Neurology Residency Program Coordinator II - Department of Neurology

Job Description

Summary:

The Neurology Residency Program is seeking a highly organized and proactive Program Coordinator II to provide comprehensive administrative support. The role ensures compliance with ACGME accreditation standards, manages the annual recruitment cycle, coordinates key program events, oversees day‑to‑day operations, and serves as the primary operational coordinator for residency program activities. The candidate will be a key liaison between residents, faculty, and the GME office, playing a vital role in the day‑to‑day operations of the residency program.

• ACGME Accreditation & Compliance (35%): Serve as the primary administrator for accreditation‑related activities and work closely with the Program Director to maintain the program’s good standing.
• Resident Evaluation Management: Coordinate the distribution, tracking, and reporting of resident and faculty evaluations in Med Hub, conduct routine quality checks, and provide timely reporting.
• Duty Hours Monitoring: Monitor resident compliance with ACGME duty‑hour policies, submit monthly summaries, prepare VA duty‑hour reports, and maintain all records for review.
• ACGME Accreditation Data System (ADS) Management: Maintain accurate and up‑to‑date information in ADS, including rosters, activity logs, program agreements, rotation schedules, and participating sites.
• Program Evaluation Committee (PEC) and Annual Program Evaluation (APE): Compile resident survey data, scholarly activity records, program outcomes, and APE summary for the Program Director.
• Clinical Competency Committee (CCC) Support: Schedule and confirm meeting logistics, generate the CCC packet (milestone data, evaluation summaries, ILPs, self‑assessments), draft agendas, distribute materials, attend meetings, and document minutes.
• Individualized Learning Plans (ILPs): Ensure timely completion, tracking, and documentation of all ILPs, maintain tracking logs, send reminders, upload ILPs, and notify Program Directors of missing plans.
• Recruitment & ERAS Management (35%): Manage the annual residency recruitment cycle, coordinate all activities in ERAS and Thalamus, test workflows, set up communication templates, release applications, monitor reviewer progress, support interview scheduling, troubleshoot technical issues, coordinate logistics for virtual interview days, prepare interview‑day materials, manage second‑look visits, and compile post‑interview summaries.
• Resident Support & Administrative Services (20%): Provide administrative and fiscal support to residents and fellows, including onboarding, credentialing, visa assistance, welcome materials, PGY2 bootcamp logistics, licensure and certification tracking, letters of recommendation, reimbursements, budget tracking, and event coordination.
• Major Program Events (10%): Support major neurology education events (Annual Retreat, Graduation, Research Day, Orientation, etc.) by coordinating resident participation, managing resident‑specific communications, providing program details, and maintaining event checklists.

• Ability to work with a diverse group of people and multitask.
• Experience providing administrative support in higher education or academic medical settings.
• Prior experience in Graduate Medical Education (GME) or another educational field.
• Working knowledge of computer and software applications including Microsoft Office.
• Highly organized and able to work independently.
• Excellent oral and written communication skills, and strong analytical and problem‑solving skills.

• Ability to perform job functions in an upright position etc. (continuous).
• Ability to perform job functions in a seated position etc. (frequent).
• Ability to perform job functions while walking/mobile etc. (frequent).
• Ability to work indoors (continuous).
• Ability to work outdoors in all weather and temperature extremes (infrequent).
• Ability to perform repetitive motions with hands/wrists/elbows and shoulders (frequent).
• Other specific requirements listed in the original description.

Entry level

Full‑time