Residency Program Assistant

The Residency Program Assistant supports the day-to-day operations of the Internal Medicine Residency Program within the Department of Medicine. Working under the direction of the Residency Manager, this role helps ensure the smooth daily operations of the residency program by coordinating program logistics, maintaining program data and documentation, and supporting residents throughout their training experience.

This position offers broad exposure to academic medicine and graduate medical education administration. The Residency Program Assistant plays an important role in supporting the lifecycle of a resident, including recruitment, onboarding and employment processes, orientation, and graduation. The incumbent is responsible for maintaining program records, and monitoring key compliance and licensing activities. The role is often a go-to support for residents' daily needs.

The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple tasks and timelines. Strong communication and interpersonal skills are essential, as the role regularly interacts with residents, staff, and faculty. Candidates who enjoy office operations, managing logistics, maintaining accurate records, event planning, and supporting complex programs will thrive in this environment.

This position is well suited for individuals interested in building a career in higher education administration, healthcare administration, or graduate medical education, and serves as a strong foundation for advancement into roles with increasing responsibility within the field.

Key qualities for success in this role include:

• Strong organizational skills and attention to detail

• Ability to coordinate logistics and plan events across multiple stakeholders

• Strong project management and task-tracking skills

• Clear and professional written and verbal communication

• Ability to manage multiple priorities and deadlines

• Comfort working with data, documentation, and administrative systems

• Interest in learning about academic medicine and graduate medical education

%

of time

Essential Function (Yes/No )

Key Responsibilities

(To be completed by Supervisor)

10%

Yes

Provides ongoing support to residents throughout their appointment. Ensure duty hour reporting is completed accurately and on time, which may require regular reminders to residents and monitor compliance reports as required by the GME Office.

May assist with conference scheduling reminders and uploading recorded didactics or educational materials to shared program folders. Support logistical programmatic aspects such as food and supply ordering.

20%

Yes

Maintains program files and data, which may include individual learner files and program accreditation documentation in accordance with relevant regulatory and University policies. Uses required residency systems to provide support to residents and program directors (e.g., ERAS, MedHub, QGenda, Box, etc.).

Processes routine documentation and requests, which may include trainee verifications, jury duty letters, licensing forms to the medical board portal, and maintenance of program documentation stored in shared systems.

10%

Yes

Ensures administrative, financial and other program operations are compliant with accreditation standards, University policy, and other regulatory requirements. Prepares reports and follows up as necessary.

25%

Yes

Assists with logistics and coordination for program social events and educational activities (in-person and virtual settings), which may include recruitment and interview days, orientation, graduation, conferences, and other program activities. Responsibilities may include coordinating room reservations, ordering food or supplies, contacting vendors, and providing event support as needed. Primary point of contact for noon conference food ordering and logistics.

35%

Yes

Assists program management with operational components specific to the employment of learners, which may include meal card coordination, updating and maintenence of the internal and external residency website and other administrative processes supporting residency program operations.

100%

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Required Qualifications:

• Bachelor's degree in related area and /or equivalent experience/training

• Basic knowledge of administrative analysis and operations research. Acquiring skills in developing and implementing processes and systems. Familiarity with the administrative and operational implications in a program.

• Knowledge of educational technology and systems. Ability to troubleshoot and triages related technology issues.

• Investigative, data analysis, and reporting skills. Ability to generate computer reports, checking for errors, correcting and submitting accurate reports. Skills include entering, maintaining, extracting, and analyzing data in electronic systems.

• Willingness to adopt AI tools to improve workflow efficiency.

• Communication skills; includes verbal, written and active listening. Service oriented and responsive to questions and requests. Ability to interact in a professional, resourceful, and courteous manner.

• Demonstrated interpersonal skills. Demonstrated ability to develop working relationships within department and with learners.

• Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to work with extremely complex faculty calendars / schedules requires extremely well organized and detail oriented precision.

Preferred Qualifications:

• Event planning experience

Required Qualifications:

• Bachelor's degree in related area and /or equivalent experience/training

• Basic knowledge of administrative analysis and operations research. Acquiring skills in developing and implementing processes and systems. Familiarity with the administrative and operational implications in a program.

• Knowledge of educational technology and systems. Ability to troubleshoot and triages related technology issues.

• Investigative, data analysis, and reporting skills. Ability to generate computer reports, checking for errors, correcting and submitting accurate reports. Skills include entering, maintaining, extracting, and analyzing data in electronic systems.

• Willingness to adopt AI tools to improve workflow efficiency.

• Communication skills; includes verbal, written and active listening. Service oriented and responsive to questions and requests. Ability to interact in a professional, resourceful, and courteous manner.

• Demonstrated interpersonal skills. Demonstrated ability to develop working relationships within department and with learners.

• Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to work with extremely complex faculty calendars / schedules requires extremely well organized and detail oriented precision.

Preferred Qualifications:

• Event planning experience

Required

Preferred

Job Industries

• Other