Orthopedic Surgery Residency Program Administrator ; Administrative Associate

Position: Orthopedic Surgery Residency Program Administrator Job Description (Administrative Associate 2)
About the Job

Position Summary:

Under the supervision of the Education Manager and in collaboration with the Residency Program Director, the Residency Program Administrator manages the day-to-day administrative operations of the Orthopedic Surgery Residency Program in accordance with the Accreditation Council for Graduate Medical Education (ACGME) Common and Specialty Program Requirements.

The Program Administrator serves as the primary administrative liaison among residents, faculty, department leadership, the University of Minnesota Graduate Medical Education Office, affiliated training sites, and external regulatory organizations. This position provides operational leadership for accreditation, educational programming, recruitment, resident lifecycle management, and program administration while ensuring compliance with institutional, accreditation, and specialty board requirements.

The successful candidate exercises independent judgment, manages multiple competing priorities, develops efficient administrative processes, and serves as a trusted resource for residents, faculty, and staff. As a member of the department's education leadership team, the Program Administrator contributes to continuous program improvement and directly supervises the undergraduate education student worker.

This position is performed in a hybrid work environment, with a minimum of two days per week on campus. Occasional evening and weekend work is required to support educational programming (approximately twice per month).

Essential Duties

50% - Program Administration, Accreditation & Compliance

Provide operational leadership for the residency program while ensuring compliance with ACGME, ABOS, University, and departmental requirements.

* Manage day-to-day administration of the Orthopedic Surgery Residency Program.

* Maintain compliance with ACGME Common and Specialty Program Requirements and ABOS policies.

* Maintain and update departmental education policies, procedures, and accreditation documentation. Manage annual accreditation activities, including ADS updates, self-study preparation, site visits, annual surveys, and required reports.

* Manage Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC) processes, including evaluation systems, milestone reporting, meeting preparation, documentation, and follow-up.

* Oversee the annual program review activities and continuous quality improvement initiatives.

* Monitor resident duty hours and ensure institutional compliance.

* Maintain residency management systems, resident records, evaluations, academic files, and required documentation.

* Oversee resident in-training examinations, board examinations, milestone reporting, and other required assessments.

* Monitor program agreements and affiliated training site documentation.

* Serve as liaison with the University GME Office, ACGME, ABOS, affiliated hospitals, and other external organizations.

20% - Resident Administration & Educational Operations

Manage administrative processes supporting residents throughout the training lifecycle.

* Oversee resident onboarding, orientation, promotion, graduation, and offboarding.

* Manage resident scheduling, curriculum calendars, educational activities, and required training.

* Oversee resident leave requests, compliance tracking, and required institutional training.

* Assist residents with HR-related processes, wellness resources, work-related injuries, and institutional policies.

* Collaborate with the Medical Student Coordinator to support student rotations and transition into residency.

* Support educational events, retreats, examinations, and departmental programming.

15% - Recruitment & Selection

Manage all administrative aspects of resident recruitment.

* Manage ERAS, NRMP, and other recruitment systems.

* Oversee application review, interview scheduling, applicant communications, ranking meetings, and Match activities.

* Partner with the Program Director and Education Manager in implementing annual recruitment strategies.

* Manage and coordinate interview days and recruitment events.

* Support recruitment marketing initiatives and recommend process improvements to enhance recruitment outcomes.

* Manage SOAP activities as needed.

10% - Faculty, Committee & Administrative Support

Provide administrative support for residency leadership and departmental educational

initiatives.

* Coordinate meetings for faculty, Program Evaluation Committee, Clinical Competency Committee, and other residency committees.

* Prepare agendas, meeting materials, minutes, and follow-up documentation.

* Serve as the primary administrative resource for residents, faculty, and staff regarding residency policies and procedures.

* Develop reports and analyze program data to support departmental decision-making.

* Recommend and implement administrative process improvements.

5% - Supervision & General Administration

* Supervise and delegate work to the undergraduate education student worker.

* Develop workflows, training materials, and…