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 departments 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 standard operating procedures.
• Perform other related duties as assigned to support departmental educational operations.

Qualifications

All Required Qualifications must be listed on the applicants resume.

Required Qualifications:

• BA/BS with at least 2 years of experience or a combination of related education and work experience equal to six years
• Previous work experience in graduate medical education, undergraduate medical education, healthcare education, educational programming, orthopedics, or an otherwise closely related area.
• Desire to learn the inner workings of graduate medical education at a Big 10 University.
• Demonstrated critical thinking skills with the ability to problem-solve.
• Demonstrated ability to organize and present complex information to others.
• Demonstrated experience handling a wide range of administrative-related tasks with a commitment to professionalism and confidentiality.
• Demonstrated ability to collaborate with a team.
• Excellent verbal and written communication skills.
• Ability to problem-solve independently and provide input on process improvements.
• Demonstrated interpersonal skills and customer service experience.
• Must be self-motivated, self-guided, goal-oriented, and mindful of deadlines.
• Advanced proficiency in Microsoft Word, PowerPoint, Excel, Google applications, Video Conferencing (Zoom and/or Teams), and Adobe Acrobat, with the capability to learn new systems as needed.

Preferred Qualifications:

• Previous experience creating and managing complex schedules.
• Demonstrated experience working closely with physicians, surgeons, or other medical leaders.
• Experience using Residency Management Suite, SmartSheets, AMION/Qgenda, Thalamus, & ERAS
• Has achieved TAGME certification
• Event planning experience

About the Department

To learn more about the Department of Orthopedic Surgery, please visit: med.umn.edu/ortho.

About the Medical School

• Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.
• The mission of the regional campus located in Duluth is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities. In partnership with CentraCare, the regional campus in St. Cloud offers a wide range of patient experiences throughout students' education in Greater Minnesota and prepares them to become exceptional clinicians and leaders for rural and immigrant populations
• Founded in 1888, the University of Minnesota Medical School has three campuses. A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional campuses in Duluth and St. Cloud.

Pay and Benefits

Pay Range: $30.29 - $36.06 per hour ($63,003-$75,004 annually); depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About University of Minnesota

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nations most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.