Job Description

Job Title: Residency Program Coordinator
Job ID: 96221167
Status: Full-Time
Regular/Temporary: Regular
Shift: Day Job
Facility: UPMC Pinnacle Lititz
Department: Interns_Residents
Location: 1500 Highland Drive, Lititz PA 17543


Do you have working with Residents and Student Training Programs? Do you have experience in an Education/Curriculum based position? UPMC Pinnacle is currently hiring for a Residency Program Coordinator at the UPMC Lititz location.  Performs and integrates the administrative aspects of assigned area. Acts as a liaison between the Department, UPMC Physician's Services Division, the University of Pittsburgh School of Medicine, the UPMC Graduate Medical Education Office, and the community based faculty involved in the various programs.

Primary Duties:

• With the Program Director, formulates and implements regulatory affairs policies and procedures to ensure that regulatory compliance is maintained or enhanced.
• Collaborative completion of RRC and OPTI program application forms required for the reaccreditation process; responsible for collection and organization of supporting data and participation with all site visits made by accrediting bodies.
• Monitors compliance with ACGME/AOA/CPME requirements; anticipates and identifies deficiencies and notifies Program Director, makes recommendations, implements changes to meet requirements as warranted, assembles material for accreditation site visits.
• Manages the preparation and submission of reports to governing bodies and professional organizations. Interacts with outside governing bodies to ensure seamless information exchange (e.g. ABS, ACS, Frieda, NRMP, etc.).
• Understands and applies accreditation requirements as well as state and federal regulations for licensure, malpractice, visas, etc. Maintains current knowledge of relevant regulations, including proposed and final rules. Serves as a member of the UPMC Pinnacle Graduate Medical Education Committee.
• Creates effective and efficient tracking processes for residents for compliance (e.g., duty hours, evaluations, demonstrable competency activities); accesses the resources and websites involved in medical education and utilizing networking and internet opportunities efficiently and effectively.

Daily Program Duties :
• Supports and coordinates resident education and program documentation including, but not limited to, resident orientation, scheduling, resident evaluations, payroll and other personnel actions, etc.
• Documents resident’s records for the maintenance of current professional certification and licensure (i.e.: BLS, ACLS, ATLS, permanent MD and DO)
• Creates and implements annual resident rotation schedule in compliance with all educational experience requirements mandated by the ACGME, AOA, CPME, RRC and OPTI, including the appropriate assignment and arrangement of faculty preceptorship.
• Assigns all specialty and subspecialty rotations, including administration of arrangements and requirements necessary for outside rotations.
• Develops and implements a private office assignment schedule
• Administers didactic program adequate in quality and quantity to ensure compliance
• Prepares statistical reports analyzing resident progression in program requirements.
• Prepares monthly night/weekend on-call schedules to ensure compliance with mandated regulations regarding resident working hours, distribution of monthly resident and student meal allowances.
• Coordinates departmental research projects, including maintaining and updating departmental list for faculty and residents.
• Prepares and manages the evaluation processes for the trainees, program, faculty, and rotations in compliance with respective accrediting bodies’ regulations.
• Administers resident educational funds.
• Manages annual resident vacation and conference requests.
• Prepares vouchers for reimbursement from the resident’s educational fund and/or conference expenses as needed.
• Coordinates assignments for rotations of visiting residents to include documentation of requirements, assurance of appropriate levels of supervision and evaluation.
• Schedules all resident conferences and educational activities.
• Maintains all educational program documentation.
• Completes and submits all databases related to residency program.

• Recruiting:
• Maintains complete and accurate program information.
• Maintains/updates internet resources to solicit candidates for interviews.
• Evaluates trends in recruitment to recommend recruitment strategies.
• Screens all applications received based on the recruitment guidelines and recommends candidates for interview.
• Coordinates the interview process to include scheduling of all candidates including the scheduling of faculty and residents to assist in the interview process.
• Manages the credentialing process for all newly hired resident physicians including department orientation and training

Secondary Duties:
• Maintains all educational program documentation.
• Collaborative completion of RRC and OPT program application forms required for the re-accreditation process; responsible for collection and organization of supporting data and participation with all site visits made by accrediting bodies. (i.e.: experience, educational activities, attendance documentation, operative statistics, etc.).
• Assumes proctorship role at annual examinations, organization of all resident activities, including but not limited to proctorship at annual examinations, mock oral examinations, etc.
• Completes and submits all databases related to residency program.
• Organizes annual graduation.

Human Relations/Contact and Communications:
• Demonstrates professional expertise within multiple environments, placing priority on time management, organizational skills, and constant high levels of tact, integrity and confidentiality as the position consistently involves participation and/or management of confidential and sensitive data.
• Possesses excellent verbal, written, organizational and interpersonal skills to ensure the professional achievement of Institutional and Departmental strategic planning and development.
• Ability to operate independently as a results-oriented, decision maker capable of maintaining professional relationships with all levels of institutional personnel.


  • Bachelor's degree in business, education or related field preferred. 
  • 7 years experience in a related area, primarily in an academic program office, or medical setting or equivalent combination of education and experience. 
  • Knowledge of licensure and visa guidelines required.
  • Knowledge of Accreditation Council of Graduate Medical Education (ACGME) and continuing education guidelines. 
  •  Proficient computer skills including use of the internet, PowerPoint, Excel, spreadsheets, Word and related software required. 
  •  Excellent communication, organizational and time management skills necessary. Ability to meet deadlines required.

Licensure, Certifications, and Clearances:
  • Act 33 with renewal
  • Act 34 with renewal
  • Act 73 FBI Clearance with renewal

  • UPMC is an Equal Opportunity Employer/Disability/Veteran

    Salary Range: $18.91 to $28.38 / hour

    Union Position: No

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