Residency Program Coordinator

DOCS Dermatology • Full-time • Fairborn, OH, US • 2w ago

Residency Program Coordinator

Company Overview

At DOCS Dermatology Group, we are not just one of the largest dermatology practices in the nation; we are a dedicated community passionate about skin health! With more than 200 providers across 20 practice brands and 100+ locations in 10 states, we’ve been transforming the lives of our patients for more than 40 years. Our mission is clear: to prioritize our patients with outstanding medical, surgical, and cosmetic dermatology services, all delivered in a friendly, convenient, and compassionate environment.

Job Summary

The Residency Program Coordinator plays a critical role in the successful operation of an ACGME accredited dermatology residency program. This role serves as the primary administrative and operational partner to the Program Director and faculty, ensuring compliance with ACGME requirements, supporting residents throughout the training lifecycle, and coordinating all program activities with professionalism, accuracy, and discretion.-accredited dermatology residency program. This role serves as the primary administrative and operational partner to the Program Director and faculty, ensuring compliance with ACGME requirements, supporting residents throughout the training lifecycle, and coordinating all program activities with professionalism, accuracy, and discretion.

Key Responsibilities:

ACGME Accreditation & Compliance

Serve as the primary administrator for ACGME accreditation requirements for the residency program.
Maintain accurate program and trainee data in ACGME ADS and other required systems.
Coordinate completion of annual updates, self-studies, institutional reviews, and ACGME site visit documentation.
Assist with preparation for ACGME site visits, serve as a key administrative participant during visits, and organize internal reviews in collaboration with the institution’s GME Office.
Track and submit duty hours, evaluations, milestones, case logs, and scholarly activity.
Monitor departmental policies and procedures for alignment with ACGME, institutional, and specialty-specific requirements.
Work directly with the Program Director to support ongoing compliance with ACGME evaluation requirements.

Resident Lifecycle Management

Provide administrative oversight for all residency activities, including handling inquiries, correspondence, and scheduling.
Coordinate resident onboarding, orientation, credentialing, licensure, and hospital access.
Maintain resident files, contracts, verification of training requests, and training records in accordance with records retention guidelines.
Track resident progress, evaluations, remediation plans (if applicable), graduation requirements, and Board eligibility.
Ensure timely reporting of training activities to accrediting and certifying bodies, including clinical exposure, procedural participation, and research progress.
Serve as a confidential administrative resource for residents regarding policies, procedures, and program-related questions.

Recruitment & Match Coordination

Manage the annual residency recruitment cycle, including participation in ERAS and NRMP.
Oversee all aspects of the interview process, including scheduling interview dates, corresponding with applicants, confirming appointments, and coordinating interview-day logistics.
Verify applicant credentials and ensure compliance with institutional and regulatory guidelines.
Prepare candidate ranking materials and ensure adherence to Match rules and timelines.
Maintain calendars of applicant interviews, meetings, and recruitment activities.

Scheduling & Program Operations

Assist in Coordination of resident rotation schedules,
Coordination of call schedules, vacation requests, coverage, and attendance tracking.
Manage resident participation in all required educational activities, including conferences, didactics, grand rounds, journal clubs, and In-Service Exams.
Maintain the departmental residency training manual.
Organize residency events including orientations, resident lunches, educational sessions, and graduation activities.

Faculty & Leadership Support

Provide high-level administrative support to the Program Director and teaching faculty.
Assist with faculty onboarding, evaluations, teaching documentation, and educational tracking as required by ACGME.
Support annual program evaluation activities and ongoing program improvement initiatives.

Communication & Stakeholder Coordination

Serve as the primary point of contact for residents, faculty, applicants, institutional GME leadership, and external organizations.
Draft and distribute program communications, schedules, policies, and updates.
Maintain program calendars and shared resources.
Partner with marketing on maintaining program website.

Benefits

Our benefits package includes medical, dental, and vision insurance, 401k matching, company paid life insurance, employee assistance program, and paid time off.

Minimum Qualifications:

Bachelor’s degree or equivalent experience.
3+ years of administrative experience, preferably in graduate medical education, academic medicine, or healthcare.
Strong knowledge of ACGME requirements or demonstrated ability to learn complex regulatory frameworks.
Exceptional organizational, time management, and attention to detail skills.-to-detail skills.
High level of professionalism, discretion, and confidentiality.
Proficiency with Microsoft Office and database systems.
Evening or weekend hours to support program events and activities

Preferred:

Experience supporting an ACGME-accredited residency or fellowship program.
Familiarity with ACGME ADS, ERAS, NRMP, New Innovations, or similar systems.
Certification as a Training Administrator of Graduate Medical Education (TAGME).
Experience in dermatology or surgical subspecialty training programs.

Physical Demands: