Training Program Coordinator; Part-Time

Training Program Coordinator (Part-Time)

Location:

UBMD Primary Care – 77 Goodell Street, Buffalo, NY

Schedule:

20 hours/week

Pay Range: $24.00–$26.00/hour

Status:
Part-Time, Non-Exempt AA/EOE

UBMD Primary Care is seeking a highly organized, detail‑driven Training Program Coordinator (TPC) to support the daily operations of our residency training programs. This role is ideal for someone who thrives in a fast‑paced academic medical environment, enjoys coordinating complex processes, and excels at communication, planning, and problem‑solving.

The TPC works closely with the Program Administrator and Residency Program Director to ensure smooth program operations in compliance with accreditation standards.

• Meet regularly with the Program Administrator and Program Director to review office operations and project status.
• Identify opportunities to improve workflow, efficiency, and cost‑effectiveness; recommend and support policy development.
• Assist with recruitment activities, including communication with applicants and incoming residents regarding licensing, waivers, and required documentation.
• Verify trainee status, track time off, and maintain accurate program records.
• Support preparation for ACGME Self‑Study, site visits, and internal reviews.
• Receive and triage resident inquiries to appropriate staff or departments.

• Plan and coordinate program events including orientation, graduation, faculty meetings, and other ACGME‑required activities.
• Create applicant interview schedules and assist with master schedule planning.
• Enter and maintain rotation schedules in Med Hub to ensure accurate billing and activity tracking.
• Assist with Med Hub setup, conference entry, and weekly attendance tracking.

• Manage evaluation processes for trainees, faculty, rotations, and the program.
• Distribute and monitor resident patient surveys and evaluations throughout the year.
• Update and distribute the resident handbook annually.
• Maintain faculty databases and filing systems.

• Manage program social media pages, including posting updates and maintaining content.
• Support communication with residents, faculty, and applicants to ensure timely and accurate information sharing.
• Adhere to HIPAA and confidentiality standards at all times.

• Review and respond to company email daily.
• Troubleshoot office issues and standardize procedures for efficiency.
• Perform additional duties as assigned by program leadership.
• Ability to work at least 20 hours per week on a regular basis.
• Travel to other UBMD Primary Care locations as needed.

Core Skills

• Strong organizational and multitasking abilities
• Excellent written and verbal communication
• Ability to work independently and collaboratively
• Professionalism, reliability, and attention to detail
• Adaptability in a dynamic academic environment

Technical Skills

• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Experience with scheduling, databases, or academic systems (Med Hub experience a plus)
• Comfort with social media platforms
• Ability to manage digital and paper records efficiently

• Bachelor’s degree preferred (experience may substitute for degree).
• Minimum 2–3 years of administrative support experience, ideally in a medical or academic setting.
• Strong communication, organizational, and problem‑solving skills required.
• Valid driver’s license and access to a personal vehicle for occasional travel.

• Fast‑paced, well‑lit office environment with mild to moderate noise levels.
• Occasional exposure to clinical settings and related occupational hazards.
• Frequent sitting, standing, and computer use; light lifting up to 15 lbs.
• Regular, predictable attendance required.

Employment is contingent upon a successful background check and drug screen. UBMD Primary Care is a smoke‑free, drug‑free, and equal opportunity employer.

UBMD Primary Care is an equal employment opportunity (EEO) employer. We are committed to the principles of equality in employment and opportunity for all…