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University of Rochester Assistant Residency Coordinator - 224355 in Rochester, New York

Assistant Residency Coordinator

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Strong Memorial Hospital

Full/Part Time


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Full Time 40 hours Grade 051 Anesthes & Periop Med SMH



With wide latitude for initiative and independent, professional judgment, candidates for this position must gather and interpret data and prioritize information regarding the Anesthesiology Residency Pro-gram, residents and faculty. Advanced graduate medical education knowledge and skills required. Must be proficient in Microsoft Windows word processing, Excel, PowerPoint, Google, and have the ability to quickly learn various required software.

This candidate must have superior interpersonal and organizational skills and must be sensitive to confi-dentiality as the candidate will provide primary administrative support to the Anesthesiology Residency Program Director, and Assistant/Associate Anesthesiology Residency Program Directors. This includes time management and calendaring for the Directors, prioritizing competing demands, and delegating matters as appropriate. Manages the tracking of NYS, institutional, and departmental residency requirements and is back-up to the Residency Program Coordinator.

The Assistant Residency Program Coordinator is responsible for managing the coordination with op-erations and communications for all NYS, institutional, and departmental components within the ac-credited residency training program in anesthesiology. The position requires a comprehensive and detailed understanding of NYS policies and hospital policies, utilizing initiative and independent judgment.

This position will continually project-manage a wide range of programs, alongside the Program Coordina-tor and Directors, including long range planning, recruiting trainees, maintaining databases, communicating with faculty and trainees regarding a range of issues, and communicating with internal and external programs. Demonstrates IICARE values in each of the major responsibilities.


General Duties: Coordinates with Residency Program Coordinator to help plan, organize, and direct the daily activities of one of the largest residency programs at URMC, including, but not limited to:

  • Works collaboratively with the Residency Program Coordinator to meet the goals and needs of the residency program.

  • Is responsible for communication with residents and managing their abidance of hospital rules, policies, and guidelines to support compliance.

  • Provides administrative support to anesthesiology residents and interns.

  • Serves as a liaison between residents and hospital administration when necessary. Communi-cates with other hospitals, internal departments, and divisions regarding resident recruitment, orientation, annual program Affiliation Agreements, and external rotations, as necessary.

  • Keeps abreast of specific ACGME, ABA and other national accrediting agencies.

  • Will be generally available during normal work hours via phone, pager, and/or email to the PD, APDs, RPC, Clinical Coordinator, and chief residents regarding clinical and education assignments, and emergency resident clinical scheduling issues and changes.

  • Attends, participates, and manages in keeping minutes in department Program Education and Evaluation Committee and Clinical Competency Committee meetings.

  • Attends and participates in institutional monthly GMEC meetings and the annual GMEC PD/PC retreat; attends annual ACGME and anesthesiology national conferences for Residency Program Administrators, as appropriate.


  • Clinical – manages and tracks duty hours, case logs, sick days, and leaves of absence for resi-dents.

  • Educational – oversees and manages the scheduling of all educational conferences and main-tains attendance logs. Dissemination of educational calendar (including but not limited to ex-am dates, promotion meetings), as appropriate to department via appropriate medium (intra-net, flyers).

  • Assists Education Program Manager, as needed, with resident didactic schedules.

  • Manages and organizes coordination of non-anesthesiology resident rotators, as appropriate, with resident mentors.

  • Coordinates the new trainee two-month orientation schedule which recurs multiple times during the year.

  • Manages departmental resident orientation schedule annually.

Evaluations (milestones, competencies)

  • Compiles, edits, and verifies reporting and processing data regarding evaluations and milestones.

  • Manages oversight of evaluations of non-anesthesiology resident rotators (i.e. OMFS, EM)


  • Manages departmental residency recruitment budget. Implements processes to reduce cost when appro-priate while maintaining high standards.

  • Develops and prepares recruitment materials for the interview season.

  • Plans recruitment lunches and dinners for recruitment season and processes all invoices.

  • Leads candidates through daily schedules

  • Collaborates with Residency Selection Committee and PD in preparing and submitting the national applicant rank list to the NRMP.

  • Distributes post-match surveys, analyzes results and provides feedback to PDs and PEEC.

  • Runs reports as needed to support the recruitment process

  • Negotiates, verifies and analyzes expenditures related to the recruitment process.


  • Manages resident compliance with administrative matters including (but not exhaustive) health updates, EAP onboarding, HCS enrollment, and MCIC training completion, ABA registration, RQI enrollment, POCT.

  • Manages process of maintenance of personnel records completing and submitting paperwork to update lev-els of training and annual salary changes.

  • Implements new process for storage of records older than 15 years.

  • Responsible for accuracy when inputting new residents into ACGME and MedHub systems; adds new residents and faculty to web-based evaluation system.

  • Liaison for new residents with account setup in TrueLearn, Open Anesthesia, and any other Anes-thesiology Residency Specific software applications.

  • Oversee new resident membership applications to local (NYSSA), and national (ASA, IARS) organiza-tions.


  • Prepares paperwork for annual accreditation review – including but not limited to WebADS, RTID, FREIDA, ACGME, self-studies, and site visits.

  • Inspect and analyze duty hours for residents to ensure compliance with NY State 405 regulations weekly for GME and the program; investigate potential violations and provide feedback to the Program Director.

  • Oversees, manages and tracks Case Logs – monthly for CA-3s, quarterly for CA2s

  • Prepares and helps manage program-specific year-end survey report of residents (and faculty as appro-priate) with approval from PEEC

  • Manages all reporting related to hospital and NYS compliances.

  • Collect and distribute data for monthly CCC meetings; gather information and develop summary sheets re-garding each resident for each resident advisor and committee members (including the handling of large volumes of confidential resident and faculty data). Assess, identify and communicate the needs from back-ground material that will impact decisions regarding the CCC and/or follow-up meetings.

Administrative Support:

  • Manages all resident reimbursement processing of educational accounts

  • Maintains relationships with outside vendors and processes invoices in a timely manner

  • Manage Gillies Library Anesthesiology books and recommends new titles for purchase

  • Coordinates and serves as a proctor for exam administrations for residents (AKTs, ITE, Basic, etc.)

  • Answers main Anesthesiology Residency phone line

  • Acts as administrative assistant for PD and APDs.

    Off boarding/Graduation/Alumni:

  • Coordinates and organizes graduation activities with assistance from Education Program Manager and other administrative staff.

  • Compiles and analyzes data from alumni surveys for program graduates after year 1 and 5 for presenta-tion to PEEC.Manages year-end credentialing paperwork, final evaluation forms, and closing out of accounts, emails, lockers, and identification access.

  • Manages all post-residency requests for credentialing, and residency file reviews, as appropriate.

Professional Development:

  • Maintenance of knowledge regarding hospital, NYS, ACGME, and ABA Residency Requirements. Completion of T-ACGME certification within 5 years. Software areas that this position will be responsible for:

Pre-hire, must have proficiency in:

  • Microsoft Office, utilizing all of the programs within Microsoft (Excel, Word, Outlook, etc.) to work and communicate efficiently.

  • Google Drive, including Google Docs, Sheets, Forms, etc

Post-hire, if unfamiliar with, must acquire proficiency in the following:

  • MedHub s of t ware (a web-based evaluation, activity planning, financial monitor, calendar and duty hour monitoring program used throughout all GME training programs within the URMC and Medi-cal School).

  • Amion Physician Attending software (a web-based scheduler for rotations, call and clinics).

  • ERAS and Thalamus (web-based electronic residency application systems).

  • Red Cap and SurveyMonkey

  • Adobe Acrobat Pro

  • Box (collaboration and file storage software)

  • Zoom


Applicant must able to work independently, manage multiple responsibilities and work pro-ductively with limited to no guidance in a very busy and sometimes congested environment. Applicants must be well organized, detail-oriented, and possess strong interpersonal skills.


Bachelor’s degree with course work in health care administration preferred; or equivalent combination of educa-tion and experience. Proficiency in technology is required for this position. At least three to five years of experience, proficiency with computers and most common software packages or an equivalent combination of education and experience.

All applicants must apply online with resume and cover letter

How To Apply

All applicants must apply online.

All applicants must apply online with resume and cover letter.

EOE Minorities/Females/Protected Veterans/Disabled