The Institutional Program Coordinator (IPC) is a blended administrative role within the Office of Graduate Medical Education (GME), reporting to the Director, Graduate Medical Education. The position combines three functions: Associate Program Coordinator for the Internal Medicine Residency Program (50%), Institutional GME Office support (30%), and Program Coordinator for the Primary Care Sports Medicine Fellowship (20%). For program-level duties, the IPC works under the day-to-day direction of the respective Program Directors.
Within the Internal Medicine Residency Program, the IPC works alongside and in support of the Internal Medicine Program Coordinator, who retains lead responsibility for the program. The IPC carries assigned operational functions, including schedules, evaluations, duty hours, resident files, recruitment, and onboarding, and provides coverage for the Program Coordinator during absences. For the Primary Care Sports Medicine Fellowship, the IPC serves as the Program Coordinator of record, partnering with the Fellowship Program Director to manage accreditation, recruitment, the full trainee lifecycle, and daily program operations.
Within the GME Office, the IPC serves as the primary trainer and systems point of contact for Program Coordinators across all ACGME- and CODA-accredited Sponsored Programs, supports institutional Residency Management Suite and website operations, coordinates institutional GME events and recruitment reporting, and serves as a floating coordinator when a program has a vacancy or a coordinator is on extended leave. The IPC identifies workflow, performance, or compliance concerns for escalation to the Director.
Essential Functions (Principal Duties and Job Responsibilities):Internal Medicine Associate Program Coordinator - In partnership with the Internal Medicine Program Coordinator and under the direction of the Program Director, supports the day-to-day operations of the Internal Medicine Residency Program; provides coverage for the Program Coordinator during planned and unplanned absences
- Maintains current and alumni resident training files and program records to ensure ongoing compliance, audit readiness, and documentation of graduation and board eligibility requirements
- Manages assigned functions in the Residency Management Suite (e.g., New Innovations, MyEvaluations, QGenda), including rotation, call, and conference schedules, data entry, and reporting; coordinates schedule changes and out-rotation documentation with affiliated sites
- Monitors and logs resident clinical and educational work hour (duty hour) reporting to ensure compliance with ACGME requirements; assists with reconciliation of rotation and attendance records for IRIS/CMS reporting
- Monitors completion of resident evaluations (rotation, faculty, program, self, peer, and multisource) and follows up on outstanding items; compiles materials for the Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC) and supports semi-annual milestone reporting
- Assists with accreditation activities, including ACGME WebADS updates, ACGME Resident and Faculty Survey completion tracking, the Annual Program Evaluation, board pass-rate tracking, and site visit or self-study preparation
- Supports annual recruitment, including ERAS application management, interview-day scheduling and logistics, applicant dossiers, and preparation for rank meetings and NRMP Match activities
- Supports appointment, reappointment, credentialing, and onboarding of incoming residents, including HR paperwork, clearances, system access, and departmental orientation
- Coordinates assigned didactic conferences, Grand Rounds, journal club, In-Training Examination scheduling and proctoring, and program events such as graduation
- Completes residency verification forms and other program-level administrative documentation
Institutional GME Office Support (30%)- Serves as the primary trainer and day-to-day workflow/systems point of contact for Program Coordinators across ACGME- and CODA-accredited Sponsored Programs; leads onboarding and new-hire systems training for incoming coordinators
- Leads quarterly training workshops and ongoing professional development programming for program coordinators; maintains standardized documentation templates and workflow job aids
- Administers day-to-day institutional functions of the Residency Management Suite across programs, including user access support, data integrity checks, and institutional reporting; serves as backup database administrator for Sponsored Programs as needed
- Serves as a floating coordinator for Sponsored Programs during coordinator vacancies or extended leave, as assigned by the Director
- Coordinates day-to-day scheduling, coverage logistics, and workflow troubleshooting ac