Residency Program Coordinator (Full-Time)

Job Description

Job Description

Enjoy a rewarding career with a healthcare organization that values your expertise and dedication to delivering exceptional results, and supports your success through a culture of collaboration, teamwork and ongoing growth.

Residency Program Coordinator (Internal Title:  Training Program Coordinator)

Location: UBMD Primary Care – 77 Goodell Street, Buffalo, NY

Schedule: Monday - Friday; 37.5 hours/week

Pay Range: $24.00–$26.00/hour

Status: Full-Time, Non-Exempt AA/EOE

About the Role

UBMD Primary Care is seeking a highly organized, detail‑driven Residency Program Coordinator to support the daily operations of our residency training program. This role is ideal for someone who thrives in a fast‑paced academic medical environment, enjoys coordinating complex processes, and excels at communication, planning, and problem‑solving.

The Residency Program Coordinator works closely with the Training Program Administrator and Residency Program Director to ensure smooth program operations in compliance with accreditation standards.

What You’ll Do

Program Administration & Coordination

• Meet regularly with the Training Program Administrator and Program Director to review office operations and project status.
• Identify opportunities to improve workflow, efficiency, and cost‑effectiveness; recommend and support policy development.
• Assist with residency recruitment activities, including communication with applicants and incoming residents regarding licensing, waivers, and required documentation.
• Verify trainee status, track time off, and maintain accurate program records.
• Support preparation for ACGME Self‑Study, site visits, and internal reviews.
• Receive and triage resident inquiries to appropriate staff or departments.

Event & Schedule Management

• Plan and coordinate program events including orientation, graduation, faculty meetings, and other ACGME‑required activities.
• Create applicant interview schedules and assist with master schedule planning.
• Enter and maintain rotation schedules in MedHub to ensure accurate billing and activity tracking.
• Assist with MedHub setup, conference entry, and weekly attendance tracking.

Evaluation & Documentation Support

• Manage evaluation processes for trainees, faculty, rotations, and the program.
• Distribute and monitor resident patient surveys and evaluations throughout the year.
• Update and distribute the resident handbook annually.
• Maintain faculty databases and filing systems.

Communication & Social Media

• Manage program social media pages, including posting updates and maintaining content.
• Support communication with residents, faculty, and applicants to ensure timely and accurate information sharing.
• Adhere to HIPAA and confidentiality standards at all times.

General Administrative Support

• Review and respond to company email daily.
• Troubleshoot office issues and standardize procedures for efficiency.
• Perform additional duties as assigned by program leadership.
• Ability to work at least 37.5 hours per week on a regular basis.
• Travel to UBMD Primary Care locations via personal car.

Skills That Lead to Success

Core Skills

• Strong organizational and multitasking abilities
• Excellent written and verbal communication
• Ability to work independently and collaboratively
• Professionalism, reliability, and attention to detail
• Adaptability in a dynamic academic environment

Technical Skills

• Proficiency in Microsoft Office (Word, Excel , Outlook, PowerPoint) 
• Experience with scheduling, databases, or academic systems (MedHub experience a plus)
• Comfort with social media platforms
• Ability to manage digital and paper records efficiently

Qualifications

• Bachelor’s degree preferred (experience may substitute for degree).
• Minimum 2–3 years of administrative support experience, ideally in a medical or academic setting.
• Strong communication, organizational, and problem‑solving skills required.
• Valid driver’s license that meets insurance standards and reliable vehicle for occasional travel.

Work Environment

• Fast‑paced, well‑lit office environment with mild to moderate noise levels.
• Occasional exposure to clinical settings and related occupational hazards.
• Frequent sitting, standing, and computer use; light lifting up to 15 lbs.
• Regular, predictable attendance required.

Additional Information

Employment is contingent upon a successful background check and drug screen. UBMD Primary Care is a smoke‑free, drug‑free, and equal opportunity employer.

UBMD Primary Care is an equal employment opportunity (EEO) employer.  We are committed to the principles of equality in employment and opportunity for all employees without regard to race, color, citizenship status, national origin, ancestry, gender or expression whether or not such gender identity or expression differs from the employee’s physical sex as assigned at birth (including transgender status), sexual orientation, age, weight, religion, creed, physical or mental disability, predisposing genetic characteristics and information, marital status, familial status, domestic violence victim status, veteran status, military status, political affiliation or any other factor and/or status protected by law.  We expect all employees to adhere to these principles of equality which apply to all aspects of the employment relationship including hiring, job selection, job assignment, compensation, corrective action, termination, access to benefits and training and other privileges of employment.