Residency Coordinator

Serves as administrative professional with primary responsibility of coordinating and providing administrative support to the department.  Position requires independent judgment and ability to perform assigned duties within established guidelines.

Major Responsibilities:
Coordinates and performs diversified administrative and secretarial work in support of the department.

• Prepares letters, memos, reports and other types of correspondence.
• Initiates follow-up for calls, correspondence, etc., received by the program.
• Under supervision of the Program Administrator initiates and maintains required Program Letters of Agreement for the department.
• Assist in development of presentations, handouts, signs, invitations, etc., utilizing various software applications.
• Generates weekly noon conference schedule for distribution with input from the Associate Program Director.
• Representation of the system in communication with residents, associates, and outside callers.
• Greets and directs walk-ins, which include residents, associates and visitors.
• Responds to resident concerns and inquiries and assist in resolving or directs resident to appropriate parties.

Responsible for processing minor department expenses.

• Maintains inventory and ordering of supplies.
• Prepares expense reports, check requests and invoicing of payments for department.

Assists in coordination of resident recruitment activities

• Develops a basic competency in ERAS (Electronic Residency Application Service), the web-based residency application system to assist Program Administrator in the recruitment process.
• Maintains informational materials for residency applicants.
• Completes contract request forms for incoming residents.
• Develops materials to support resident orientation.

Develop and manage data base on residents and department files

• Creates and maintains resident records and files for the department. This includes electronic resident portfolios as well as hard copies.
• Assists with compilation of data for residents' semi-annual and annual performance, including scheduling of individual reviews with faculty.
• Generate reports as request by Program Director and Program Administrator.

Coordination of Program Director's and Program Administrator's schedule

• Maintains calendar, schedules meetings for Program Director and others within department.
• Arranges catering, AV requests, etc., for all departmental meetings.
• Arranges travel arrangements, including hotel and airline, ground transportation, seminar registrations, etc. for departmental staff.

Education/Experience Required:
High School education or equivalent 5 years of executive level secretarial experience OR Associates degree and 3-4 years administrative secretarial experience

Knowledge, Skills & Abilities Required:
Typing 55 WPM Minimum Basic computer knowledge Ability to prioritize work Effective interpersonal communication skills, written & verbal.

Physical Requirements and Working Conditions:
Ability to work in changing environments, stressful conditions and have problem solving ability. Ability to prioritize independently and respond to multiple simultaneous request/projects. Ability to work and communicate with people from culturally diverse backgrounds.
25-30 lbs (copy paper boxes, record retention, etc.)

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.