Residency Coordinator & Administrative Assistant - Department of Oral & Maxillofacial Surgery

Unit: School of Dentistry

Department: Oral and Maxillofacial Surgery

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Summary:

The Virginia Commonwealth University (VCU) School of Dentistry is seeking a full-time Residency Coordinator and Administrative Assistant to support the Department of Oral and Maxillofacial Surgery (OMFS). This position provides comprehensive administrative support to a dynamic academic and clinical department consisting of approximately 18 residents and 7–10 full-time and part-time faculty members. The role carries primary administrative responsibility for coordination and management of the Oral and Maxillofacial Surgery Residency Program, serving as a central liaison among residents, faculty, hospital administration, and institutional offices.

• Serve as the primary administrative coordinator for the OMFS Residency Program, supporting residents and faculty while ensuring compliance with GME and accreditation requirements.
• Manage the full recruitment cycle, including application review, interview coordination, candidate communication, and resident onboarding and credentialing.
• Maintain rotation and call schedules, track required certifications and hospital credentials, and coordinate resident leave and coverage.
• Coordinate academic programs, examinations, and educational events; maintain residency documentation and support scholarly activity.
• Monitor residency budgets, coordinate travel and reimbursements, and support departmental purchasing and billing documentation processes.
• Organize graduation and special events, publish schedules and newsletters, prepare meeting minutes, and support alumni engagement initiatives.

Qualifications:

• Bachelor’s degree or equivalent related experience/training
• Full-time, on-site availability (five days per week; no remote option)
• Strong organizational, multitasking, and administrative support skills, including record maintenance and calendar coordination
• Excellent computer, written, verbal, interpersonal, and customer service skills
• High attention to detail with the ability to work independently, exercise sound judgment, and solve problems with minimal supervision
• Ability to thrive in a fast-paced, team-oriented environment with shifting priorities
• Demonstrated ability to work in and foster an environment of respect, professionalism, and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU

• Experience working with Google & Microsoft applications
• Experience working with New Innovations and residency programs
• Experience working in an academic and/or medical setting, with previous Graduate Medical Education (GME) experience preferred
• Experience managing accreditation compliance and documentation (CODA or ACGME preferred)
• Demonstrated ability to manage budgets, travel arrangements, and professional development activities

Benefits
:
All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status: Non-Exempt

Salary: $50,000 - $60,000
Hours per Week:40

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Fully onsite

Contact Information:
Contact Name: Dr. Yotom Rabinowitz
Contact Email: rabinowitzy