Description
Welcome to Holy Name, a medical center where innovation is not just a goal — it's a commitment. Here, medical excellence thrives, allowing hope to reign supreme and leaving no room for fear. At our hospital, every patient is cared for with undivided attention — because healing every soul is our sole focus.
Holy Name is New Jersey's only independent Catholic health system, comprising a 361-bed acute care hospital, a renowned cancer center, a state-of-the-art fitness center, a residential hospice, a prestigious nursing school, and an extensive physician network. Healing at Holy Name goes beyond medicine and technology – it is infused with faith, conviction, compassion, and a commitment to educating the next generation of healthcare professionals through a variety of residency and educational programs. Our mission to provide care for the body, mind, and soul spans education, prevention, diagnosis, treatment, rehabilitation, and overall wellness. This is at the core of who we are and what we do, and we've done it this way across generations, every single day, for nearly 100 years. Every innovation, medical breakthrough, and groundbreaking treatment is powered by some of the best minds in medicine, ensuring nothing is left on the table or the road to recovery.
A Brief Overview
The Residency Program Coordinator, under the direction and supervision of the Residency Program Director, is responsible for assisting in the administration of the Residency Program as outlined in the Accreditation Council for Graduate Medical Education (ACGME) Program Requirements. The Residency Program Coordinator provides administrative support to the Residency Program Director, Chief Residents, and provides support to OBGYN Faculty and Residents. The Residency Program Coordinator will interact with other Faculty, Residents, and medical students and institutional and administrative offices, as directed by the Residency Program Director
What you will do
- Coordination of the Residency Program :
Coordinating the daily operations and logistics for the IM Residency Program
Adhering to procedures and systems that ensure orderly and timely workflowMaintaining knowledge of current medical licensure requirements, immigration policies, ACGME accreditation, and institutional requirementsImplementing and updating Program databasesCoordinating with Chief Residents / Faculty to maintain and distribute Resident rotations schedules, call schedules, vacation schedules, and meeting schedulesCoordinating outside electives, which include applications to hospital(s), malpractice coverage confirmation, and evaluation formsProcessing Resident and Faculty professional organization membershipsPreparing and distributing the yearly and monthly assignment schedules of ResidentsMaintaining confidential Resident filesCoordinating Residency-related Didactics, including scheduling speakers, arranging speaker’s travel and accommodations, and coordinating the logistics of the presentationsArranging for BCLS and ACLS certification and recertification training courses.Assisting with Faculty and Resident travel and accommodations for national conferencesServing as liaison with other departments and affiliated institutionsMaintaining Residency Committee meeting minutes and developing reports, as requestedPreparing check requests, travel authorizations, fund reimbursements and expense reports; maintaining necessary records for Medical Education and / or Accounting DepartmentMaintaining biographical information on all Residents and update information on alumniCoordination of ACGME accreditation and reporting requirements to External Agencies / Organization, including :Supporting reports by compiling, updating, submitting reports to ACGME / AOA (e.g. on the ADS, the Milestones and Annual Program Summary), American Board of Internal Medicine (FasTrack), Association of Medical Colleges (AAMC; GMETrack), American Medical Association (AMA; FREIDA), New Innovations, and other professional organizations, as directed by the Residency Program Director.Compiling, tabulating, and reporting data for surveys, questionnaires, census reports, and other forms and documents required by internal and external agencies, as directed by the Residency Program DirectorCoordinating and supporting the bi-annual Resident review by Clinical Competency Committee and Annual Program Evaluation by the Program Evaluation CommitteeCollecting necessary information for developing appropriate database analysis tools to meet current ACGME requirementsCoordinating the administration of the annual in-training examinations.Preparing and distributing all post-graduate verifications.Collecting, compiling, submitting, and maintaining all Resident reports and projects.Recruitment of Residents :Coordinating communication between the Program and Applicants, via email, telephone, and written correspondences
Serving as an information source for the Program, Institution, and the community.Adhering to the recruitment plan, timeline, guidelines, and policies and procedures of the Residency Program.Maintaining all interview materials used by Faculty, Residents, and ApplicantsCoordinating the review of Residency application utilizing ERAS / Thalamus, as directed by the Residency Program DirectorCoordinating all interviews and communications with ApplicantsCoordinating applicants’ interview dayPlanning and arranging for interview social activities, as applicableManaging software as it relates to Residency applications and related reports and forms (evaluation scores)Participating in Residency interview discussions / ranking meetingsAdministering and reviewing post-match survey to applicants and recommending changes to improve next year’s recruitment activitiesPlanning and administering on-boarding logistics and hiring requirements for new Residents, including requirements for International Medical Graduates and J-1 visa holders.Coordination of Resident Appointments, Reappointments, and Termination :Coordinating the orientation of new Residents
Distributing and monitoring the Resident Appointment and Reappointment processPreparing and monitoring Resident completion and / or termination processCoordinating Information Services assignments such as pagers, voicemail, and computer accessInforming incoming Residents of documentation required by Holy Name Medical Center and state licensing board and maintaining record complianceCoordinating all credentialing requirements of all initial appointments for interns as dictated by Holy Name and participating institutions as well as by the state licensing agency and other relevant institutionsInstructing International Medical Graduates regarding procedures that must be followed with INS,ECFMG / Intealth, and the state licensing boardAssisting new Residents to ensure smooth transition to the Residency Program.Administrative Support :Providing administrative support to the Residency Program Director
Supporting Residency operations, budget review and financial process of the training program, as assigned by the Residency Program DirectorAssisting the Chief Residents / Faculty in creating yearly rotation schedules for Residents, including yearly call, conference, and vacation schedules for the ProgramPreparing agendas, attending program-related meetings, and producing minutes for meetings (including the Clinical Competency Committee and Program Evaluation Committee)Maintaining and managing the training program in the New Innovations Residency Management Suite, including preparing all Resident / Faculty evaluations, rotation schedules, duty hours, scheduling, including preparing all Resident / Faculty evaluations, rotation schedules, duty hours, scheduling, conferences, portfolio, creates database reports, and IRIS preparationInitiates and administers house staff budget, including projections and future needs for the Program, under the supervision of the Residency Program DirectorMaintaining and updating credentialing records / curriculum vitae of Faculty (PD, APD, Core, Teaching) on the ACGME ADS siteMaintaining verification files, duty hour compliance, scholarly activities, and other Residency-related logs and filesAssisting Residents and Program Leadership in preparation of presentations, abstracts, manuscripts, and other documents relating to the ResidencyProviding support to committees, as necessaryAttending Residency Meetings, as requestedAdvising Faculty and Residents on Departmental policies
Disseminating and distributing all training-related information for Residents and FacultyPreparing verification letters and maintaining career resources for senior ResidentsCoordinating social and retreat activities for Residents and FacultyDepartmental Facilities and Resources :Maintaining learning materials including books, journals, computers, and other audiovisual materials
Assisting Residents / Faculty in the use of computers and applicationsMaintaining audiovisual and other Program logistics equipmentMaintaining the conference room schedulingOther duties and responsibilities as assigned by the Residency Program Director, including :Actively participating in professional organizations like the ACGME, American College of Physicians, and the Alliance for Academic Internal Medicine / Association of Program Directors in Internal Medicine
Attending professional development activities and meetingsPerforming miscellaneous duties and responsibilities determined by the ProgramEducation Qualifications
Bachelor's Degree requiredMaster's Degree preferredExperience Qualifications
Minimum of 2 years of office administration experience, preferably in a healthcare setting or education settingExperience working in Graduate Medical EducationKnowledge of our Resident Management System, New InnovationsExperience as a Residency Program CoordinatorKnowledge, Skills, and Abilities
Critical thinking and problem-solving skills.Effective written and verbal communication skills.Ability to adapt, grow, learn, and adjust to new and changing situations.Understanding of the dynamics and mission and aims of the OBGYN Residency Program and its relationship with its primary institution and participating sites / institutions.Understanding of the management structure of the Residency and ability to maintain effective working relationships with supervisors and co-workersUnderstanding and application of general human resources functions and principlesExcellent interpersonal and communication skills to work effectively with othersAbility to independently prioritize work for oneself and others in order to meet deadlinesAbility to know scope of work and make decisions effectively and to escalate issues, as neededAbility to learn and utilize resources effectively, including proficiency with computer applications, online resources and equipment by the Program and the InstitutionStrong project management and excellent organization skillsAbility to effectively handle confidential mattersUnderstanding and application of general financial and budgetary processes and principlesUnderstanding and application of record keeping principles and confidentiality (including HIPAA compliance)Understanding of ERAS and other Residency software and applicationsDemonstrates commitment to continual advancement of verbal and written communication and other needed skillsAt Holy Name, we believe in rewarding every team member with more than a paycheck—we invest in your future and well-being. Full-time and part-time employees have access to a comprehensive benefits package designed to support your health, financial security, and quality of life. We offer low-cost medical coverage with generous employer contributions, dental and vision plans, discounted prescriptions, and access to on-site child care. Additional benefits include 401(k) matching, tuition reimbursement, paid time off, flexible spending accounts, legal and voluntary coverage options, life insurance, and free on-site parking. If you are hired at Holy Name, your final base compensation will be determined based on factors such as employment status (Full / Part-Time or Per Diem) skills, education, and / or experience. In addition to those factors – we believe in the importance of pay equity and consider any internal equity of our current team members as a part of any final offer. Pay Range : $79,997.00 - $95,992.00
Holy Name is a mission-driven facility whose quality standards and philosophy are rooted in the principles of its founders, the Sisters of St. Joseph of Peace. Those principles are exercised daily by the Medical Center's dedicated and talented staff members. Holy Name is an Equal Opportunity Employer.
