Residency Coordinator

Job Description

Job Description

Mission Driven, Community Focused  About | Charles R. Drew University of Medicine and Science (cdrewu.edu)

Charles R. Drew University is located in the Watts-Willowbrook area of south Los Angeles and was founded in 1966 in the wake of the Watts uprising. CDU was founded to address inadequate medical care in the region and to provide equitable medical education opportunities for underrepresented students.

CDU is strongly invested in the local and regional community. The university leads multiple partnerships and programs to provide equitable healthcare resources in a variety of south Los Angeles neighborhoods.

Job Summary:

The Residency Program Coordinator manages the day-to-day operations of the Family Medicine Residency Program and serves as a key liaison among residents, faculty, institutional partners, and the Accreditation Council for Graduate Medical Education (ACGME). As a core member of the program leadership team, the Residency Program Coordinator plays a critical role in accreditation compliance, educational programming, resident support, and continuous program improvement.

This role requires strong leadership, organizational expertise, systems thinking, and deep working knowledge of graduate medical education. Individuals in this role are formally recognized by the ACGME as Program Coordinators. The position supports Charles R. Drew University’s mission to develop culturally responsive physicians committed to health equity, service excellence, and care for underserved communities.

Essential Duties and Responsibilities

Program Administration & Operations

• Manage all operational activities of the residency program to ensure program goals and educational objectives are met.
• Develop, maintain, and oversee the annual residency timeline and critical events calendar.
• Organize administrative workload; track priorities, deadlines, and work-in-progress; and keep the Program Director informed.
• Maintain and update residency policies, procedures, and handbooks, including competency-based goals and objectives for rotations.
• Coordinate residency special events, projects, orientation, onboarding, and off-boarding processes.
• Take minutes for residency-related meetings and maintain a structured documentation system.

Accreditation, Compliance & Reporting

• Maintain detailed working knowledge of ACGME Program Requirements, updates, and reporting standards (WebADS, annual updates, site visits).
• Prepare, maintain, and update all documentation required for ACGME accreditation and site visits.
• Ensure resident and program records meet ACGME and institutional compliance requirements.
• Manage data systems for program reporting, analysis, and continuous improvement.
• Assist the Program Director with program evaluation, identification of deficiencies, and implementation of best practices.

Resident Management & Support

• Monitor resident schedules, duty hours, attendance, and leave to ensure ACGME compliance.
• Oversee resident payroll processes, including parental leave, extended illness, and pay adjustments.
• Manage resident portfolios (electronic or paper), ensuring required documentation is complete and current.
• Track resident procedural, operative, and patient care experiences and escalate deficiencies to faculty leadership.
• Support resident advising systems, including scheduling required meetings and maintaining advising documentation.
• Serve as a trusted first-line resource for residents while maintaining confidentiality and professional boundaries.
• Support resident well-being by monitoring work environment stressors and facilitating referrals as directed by the Program Director.

Recruitment, Selection & Advancement

• Coordinate the residency recruitment season, including ERAS and NRMP registration and processes.
• Partner with the Program Director and faculty to ensure efficient, equitable, and compliant interview and selection processes.
• Advise applicants on residency selection processes and timelines.
• Assist with resident appointment, reappointment, promotion, remediation, and termination processes in accordance with institutional policy.

Education & Curriculum Support

• Support the development, integration, and evaluation of residency curriculum and core competencies.
• Coordinate in-training examinations, reporting, and documentation of results.
• Maintain working knowledge of ABFM requirements and manage board eligibility and certification documentation.
• Maintain awareness of the “life of a resident,” including clinical demands, rotations, and educational challenges.

External Liaison & Regulatory Oversight

• Serve as liaison between the residency program and the GME Office, Medical Board of California, ABFM, and other regulatory bodies.
• Oversee resident training license renewals, California licensure, and DEA applications; proactively troubleshoot complex cases.
• Coordinate off-site rotations, credentials, and Program Letters of Agreement (PLAs).

Financial & Administrative Support

• Process purchasing requests, reimbursements, travel, and capital requests for the residency program.
• Review monthly financial data and participate in cost containment efforts.

Professional Development & Continuous Improvement

• Maintain up-to-date knowledge of trends and best practices in graduate medical education.
• Attend professional conferences and training to enhance skills and knowledge.
• Engage in self-directed learning, seek feedback, and identify opportunities for system improvement.

Institutional Engagement

• Participate in Department of Family Medicine and College of Medicine activities, including Graduation, and staff meetings.

Education

• Bachelor’s degree required or equivalent experience.
• C-TAGME certification preferred, or education/training in graduate medical education.

Experience

• Minimum of two (2) years of administrative experience in graduate medical education preferred, or experience in healthcare administration, regulatory compliance, or academic medicine.
• Experience working in a hybrid work environment preferred.

Skills & Abilities

• Detailed knowledge of ACGME accreditation standards and processes.
• Strong project management and organizational skills.
• Understanding of human resources processes.
• Ability to work independently with minimal supervision.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Ability to learn and master new software systems.
• Strong problem-solving, analytical, and critical-thinking skills.

Complexity

• Requires sustained attention to detail, management of multiple concurrent priorities, and frequent problem-solving across interrelated systems.

Mental Demands:

• The mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions .

• Frequent variety of unrelated tasks. Constant calculating, interrupted work, a variety of interrelated tasks, and use of sustained concentration, reasoning, judgment, resourcefulness, analytical ability, and ingenuity.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasional stooping.  Frequent standing.  Constant walking, sitting, climbing, reaching high/low levels, finger movement, feeling, speaking clearly, hearing conversationally, and seeing far and near.

Work Environment :

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Occasionally required to work in confined space.

Special Requirements

• Ability to work effectively with a diverse community.

Location

On-Site

Compensation

$70,304 - $75,100

Conditional Statement: The employment status of this position is classified as “Conditional”.  Conditional employment means that the job exists contingent upon funding limitations of restricted funds or, the duration of a specific program, project, grant or contract. The duration of grant for this position is through June 30, 2026.

EEO Statement: Charles R. Drew University is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.

Fair Chance Statement: Charles R. Drew University of Medicine and Science will consider qualified applicants, including those with criminal histories, in a manner consistent with state and local “Fair Chance” laws.