Residency Coordinator

Job Summary

Working Title:

Residency Coordinator (2 Openings)

Job Code

Title:

Administrative Associate 1
Job Code: 8208A1

This position supports program planning and implementation in collaboration with the Residency Program Director and Administrator. We are 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. The 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 is Monday through Friday, 8:00 AM–4:30 PM. 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 evolving clinic needs, but remote or hybrid work is not currently an option.

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

Required Qualifications:

• BA/BS or a combination of related education and work experience to equal four (4) years, including at least…