Residency Coordinator

Working Title: Residency Coordinator (2 Openings)
Job Code Title: Administrative Associate 1
Job Code: 8208A1

Job Summary:

This position supports program planning and implementation in collaboration with the Residency Program Director and Administrator. We are currently hiring for two openings to support our Family Medicine Residency Programs: one based at M Health Fairview Clinic – Smiley’s (Minneapolis) and one based at M Health Fairview Clinic – Phalen Village (Saint Paul).

The role assists with a diverse range of activities, including event coordination, program communications, rotation planning and oversight, and data management. Responsibilities include assisting with the execution of specialized projects and acting as a representative for the Administrator in designated matters. This role focuses on maintaining and improving administrative workflows to ensure all assigned tasks are completed efficiently and align with the program’s operational needs.

Please note: These are 100% in-person positions. Although these are administrative roles, the successful candidates will be required to work on-site full-time at their assigned clinic (Smiley’s or Phalen Village). The standard schedule for these positions is Monday through Friday, 8:00 AM – 4:30 PM. While the roles primarily follow these core hours, occasional evening or weekend work may be required on a very infrequent basis to meet program needs. In-person requirements may be adjusted in the future based on the evolving needs of the clinics and the program, but remote or hybrid work is not currently an option for these roles.

Job Responsibilities:

Program Administration 60%

• Manage and oversee program components including block schedules, assignments, duty hours, conferences, evaluations, curriculum, quarterly reviews, personnel data, procedure logger and program agreements.
• Manage, implement, and oversee resident curriculum, including inpatient and outpatient activities, call schedules, department responsibilities, life support courses, programmatic courses, CME, vacation, in-training exam, etc.
• Manage the operational workflow for program agreements, including submitting information and ensuring accuracy for agreements. Oversee agreement progress to ensure that they are fully executed.
• Administer the program evaluation tools and processes including program, resident, faculty, leadership, preceptor, and rotation evaluations. Plan and execute special evaluative activities and conferences. Maintain evaluation tools, communicate and ensure evaluation tool/form completion. Make recommendations for improvements.
• Manage and implement lead resident(s) selection and training.

Program Communications 10%

• Develop, draft and maintain program wide communication tools. Make recommendations for communication improvement.
• Oversee residency program websites and other social media outlets including reviewing, editing and developing content with program leadership. Ensure that communications are compliant with guidelines.
• Work with stakeholders to plan and update content to engage candidates and support recruitment.

Medical Student and other Trainee education 10%

• Manage medical student rotations including communications with the medical school and students, create and modify rotation plans, develop and manage resources and orientation.
• Ensure that student activities comply with requirements and procedures.
• Manage other trainee rotations including communications with the appropriate school or institution and students, create and modify rotation plans, develop and manage resources and orientation.

Recruitment, Special Events and Activities 10%

• Develop and manage special events and activities. Identify vendors and oversee contracts to ensure appropriate processes are followed.
• Participate in planning for projects such as recruitment, onboarding, and other activities as part of the administrative team. Make recommendations for improving processes.

General Administrative Support 10%

• Develop and and maintain standard work documentation for administrative functions.
• Develop, oversee and implement specific program projects as assigned.
• Process program expenses and reimbursements.

All required qualifications must be documented on Application materials.

Required Qualifications:

• BA/BS or a combination of related education and work experience to equal four (4) years, including at least one (1) year of administrative or program/project coordination experience.
• Work experience in a healthcare or clinical setting.
• Outstanding communication (oral and written), interpersonal, and organizational skills with keen attention to detail.
• Proven ability to manage multiple tasks and projects simultaneously.
• Adaptability to ambiguity and changing priorities in a fast-paced environment.
• Ability to work both independently and collaboratively within a team.

Preferred Qualifications:

• Work experience in a higher education setting.
• Strong Excel and/or data analytic skills.
• Demonstrated excellence with RMS (Residency Management System).
• Demonstrated ability to work across varying levels of an organization, i.e., leadership, colleagues, and trainees.

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://https://med.umn.edu/familymedicine.

Pay Range: $25.66 – $32.50 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

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

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 the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).