Residency Program Administrator

Job Summary:

This person will manage the day-to-day operations of the program and serve as an important liaison with learners, faculty and other staff members, and the ACGME. Individuals serving in this role are recognized as program coordinators by the ACGME. The program coordinator is a member of the leadership team and is critical to the success of the program. As such, the program coordinator must possess skills in leadership and personnel management. Program coordinators are expected to develop unique knowledge of the ACGME and Program Requirements, policies, and procedures. Program coordinators assist the program director in accreditation efforts, educational programming, and support of residents. Programs, in partnership with their Sponsoring Institutions, should encourage the professional development of their program coordinators and avail them of opportunities for both professional and personal growth. Programs with fewer residents may not require a full-time coordinator; one coordinator may support more than one program.

We are hiring two Residency Program Administrator positions. The successful candidates will provide direction, leadership, and day-to-day management of educational services to North Memorial Family Medicine Residency Program and the other will be for the St. John's Family Medicine Residency Program medical residents/medical fellows. They will serve as the operational link between the Department's education administration, attending physicians, fellows, residents, medical students, and institutional and regulatory administrative offices. The Program Administrator will be highly effective in organizing the North Memorial Family Medicine Residency Program and St. John's Family Medicine Residency Program residency. They will be effective serving as the first point of contact for the North Memorial Family Medicine Residency Program and St. John's Family Medicine Residency Program and will demonstrate initiative, resourcefulness, and problem-solving skills in applying detailed knowledge of the responsibilities, functions and underlying management structure of the department and of the larger institution in organizing and independently prioritizing work, establishing procedures and systems and ensuring orderly and timely work flow. They are comfortable in a fast-paced working environment managing multiple priorities.

Please note: Both positions are 100% in-person, standard hours are Monday through Friday, consisting of eight hours per day (plus a minimum 30-minute unpaid lunch) scheduled within a 7:00 AM to 5:00 PM window, with exact hours determined based on operational needs. While the role primarily follows these core hours, flexibility for occasional evening or weekend work is required. Although in-person requirements may be adjusted in the future based on the evolving needs of the clinic and residency program, remote or hybrid work is not currently an option.

Job Responsibilities:

Program Accreditation Management (35%):

• Manage high-stakes accreditation self-study submissions and site visits. Recommend enhancements to drive accreditation preparedness with an understanding of organizational impact on the programs and their specific process and requirements. Propose and implement initiatives to address areas for improvement and citations.
• Ensure residents and faculty are prepared to respond to the ACGME annual surveys. Work with the program director, faculty leaders and trainees to develop and execute on plans to address survey findings.
• Clinical Competence Committee (CCC): Manage evaluation system of trainees, faculty and rotations used by the CCC. Amend evaluations to reflect changes in the ACGME requirements. Develop and execute an approach to submit milestone reports to the ACGME.
• Oversee Program Evaluation Committee: Develop action plans for programs to meet goals set during the annual program evaluation.
• Monitor Program Agreements to ensure all agreements are valid. Initiate contract renewal and manage domestic and international processes including negotiation of contract, relationship management, and leveraging contract services (legal, translation, etc.)
• Plan, coordinate and manage program components through Residency Management Suite (RMS), including evaluations, personnel data, portfolio, and procedure logger. Manage trainee duty-hour reporting and RMS rotation schedules and assignments (rotation protocol), which directly impact Medicare reimbursement.

• Monitor program FTE usage and identify if shifts need to be made; manage annual FTE budget request process.

Trainee Progression and Certification Management (35%):

• Monitor and maintain detailed knowledge of the national governing board's physician training requirements. Formulate and recommend program level solutions in response to policy and requirement changes.
• Consult with trainees and program faculty and review governing requirements to create individualized short and long-term trainee learning plans. Analyze multiple information sources such as trainee career goals, multi-site rotation offerings, program and accrediting body requirements and financial government funding parameters to support recommendations to program leadership.
• Design and recommend event and educational training offerings.
  • Analyze program requirements, develop and recommend strategy/plan, manage, facilitate, and delegate activities to ensure successful execution to meet changing needs of the program, accrediting bodies, affiliates, and medical school.
  • Plan and execute on program orientation curriculum and other standard GME events such as graduation, retreats and exams.

Recruitment Strategy/Planning (20%):

• Consult with faculty to develop program admissions parameters, review and select initial list of strongest candidates, analyze faculty assessments to develop ranking of candidates. Organize and actively participate in the final selection committee process.
• Ensure compliance with the National Residency Matching Program (NRMP) Policies and Procedures. Leverage the Electronic Residency Application System (ERAS) to streamline the applicant screening process.
• Manage recruitment for all programs, including but not limited to:
  • Application review process.
  • Applicant "hub" (website)
  • Interview and ranking process
• Conduct recruitment cycle analysis to continually increase competitiveness of programs and identify areas for improvement
• Market programs to increase match success.
• Manage the NRMP Supplemental Offer and Acceptance (SOAP) process for programs as needed.

Supervision (10%):

• Supervise residency program coordinators (2 FTE); recruit, hire, assign and direct work, formally evaluate work, discipline; foster staff development, coach and mentor staff, ensure effective cross-training (recruitment and on-boarding, course coordination, resident tracking, academic standing reviews, accreditation processes, and program administration).

All required qualifications must be documented on application materials.

Required Qualifications:

• BA/BS degree with at least two years of experience or a combination of related education and work experience in residency, medical or medical education settings to equal six (6) years, including at least two (2) year of administrative or program/project coordination experience.
• Desire to learn the inner workings of graduate medical education at a Big-10 University.
• Demonstrated critical thinking skills with the ability to problem solve.
• Demonstrated ability to organize and present complex information to others.
• Demonstrated experience handling a wide range of administrative related tasks with a commitment to professionalism and confidentiality.
• Excellent verbal and written communication skills.
• Ability to problem-solve independently, and provide input on process improvements.
• Demonstrated interpersonal skills and customer service experience.
• Must be self-motivated, self-guided, goal-oriented, and mindful of deadlines.
• Proficiency in Microsoft Word, PowerPoint, Excel, Google applications, Adobe Acrobat with the capability to learn new systems as needed.

Preferred Qualifications:

• Previous experience creating and managing complex rotation schedules.
• Demonstrated experience working closely with physicians or other medical leaders.
• Advanced Microsoft Office and Google Drive skills.
• Experience using Residency Management Suite, SmartSheets, AMION, Thalamus, ScutMonkey & ERAS
• Has achieved TAGME certification.
  

The Department of Family Medicine and Community Health at the University of Minnesota was created more than 50 years ago in response to a legislative mandate to train primary care physicians. Since then, we have been leaders in transforming the specialty through education, research, and patient care. We are the academic sponsor of ten family medicine residencies-five in the Twin Cities, five in Greater Minnesota. We are involved in medical student education activities across the Medical School's two campuses: Twin Cities and Duluth. We sponsor five fellowship programs-sports medicine, hospice and palliative medicine, behavioral medicine, clinical informatics, and human sexuality- and offer continuing medical education opportunities. We are regularly among the top National Institutes of Health-funded family medicine departments. Our faculty are actively researching health disparities, healthcare delivery, and population health. More at https://med.umn.edu/familymedicine.

Pay Range: $32.28 - $38.50 per hour; and we anticipate most offers will be around the midpoint of this range, depending on education/qualifications/experience.

Time Appointment: 100% Time Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Voluntary Disability
• Employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

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The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.