UNIV - Residency Program Coordinator ; Part-Time; Department of Emergency Medicine

Job Description Summary

Provides comprehensive administrative and logistical support to the Emergency Medicine Residency Program, its leadership team, and Lead Coordinator, including calendar management, room scheduling, coordinating Grand Rounds and weekly didactic sessions, record‑keeping, and meeting preparation. Acts as a key liaison for outside hospital rotations and assists with internal moonlighting processes of Emergency Medicine residents. Stays informed of internal GME policies and procedures, as well as external changes across ACGME.

• Correspond with Grand Rounds presenters to obtain all required information for faculty and APP CME eligibility requirements, as determined by MUSC’s CME Office.
• Complete the annual Grand Rounds CME application.
• Prepare monthly Grand Rounds flyer and packet of required documents and send them to MUSC’s CME Office in a timely manner to obtain approval for CME eligibility.
• Work closely with Curriculum Chief and EM Faculty to ensure the curriculum is up‑to‑date, especially with last‑minute changes.
• Work closely with Clerkship Director/APD regarding attendance for residents and faculty; send periodic attendance percentage reports to residents and core faculty.
• Send weekly didactic emails (info and location).
• Order food for attendees at weekly didactics and grand rounds, ensure appropriate budgets are utilized, and send invoice/attendance to Fiscal Manager for processing.

• Coordinate outside electives, applications to hospital(s), malpractice coverage confirmation, and evaluation forms.
• Act as liaison for Residency Leadership and outside hospital contacts, providing required resident demographic information, on/off‑boarding information, etc.
• Process schedules of outside rotations for MUSC’s GME Office.

• Process internal/external moonlighting paperwork for residents, once approved for moonlighting; obtain GME and Department Chair approvals.
• Process timesheets, confirming that date/hours listed match the schedule and appropriate signatures are obtained; send timesheets to Department Administrator to process payment.
• Regularly ensure that approved residents are meeting requirements for moonlighting to continue; report any violations to Residency Leadership.

• Assist with scheduling and meeting preparation for semi‑annual reviews, Clinical Competency Committee (CCC) meetings, and Program Evaluation Committee (PEC) meetings.
• Reserve all classroom space for weekly didactics, departmental grand rounds, simulation, and other educational events.
• Reserve space for annual ABEM ITE and act as secondary proctor.
• Assist with securing space during onboarding/orientation month (July) and coordinate distribution of orientation materials to new interns.

• Schedule meetings for Program Director and Associate/Assistant Program Director and maintain/update appointment calendars as necessary.
• Draft and/or transcribe letters, reports, e‑mail and other written communications for Program Director.
• Assist core faculty and residents in preparation of presentations, abstracts, manuscripts and other documents relating to the Emergency Medicine Residency Program, as needed.
• Provide editorial and administrative assistance in preparing manuscripts for publication in various medical journals.
• Distribute training‑related information to residents, as requested, including departmental and institutional policies.
• Assist in maintaining documentation of curriculum, accreditation…