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University of Rochester Academic Coordinator - 233643 in Rochester, New York

Academic Coordinator Job ID 233643

Location Strong Memorial Hospital Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 Pediatrics SMH


8 AM-4:30 PM


OverviewProvide administrative support for the Center of Education with primary focus on the Pediatric Residency Program. This position, deals with confidential matters, provides administrative support to the Pediatric Residency Leadership and residents. This includes time management, prioritizing competing demands and delegating matters as appropriate. With wide latitude for initiative and independent, mature judgment, candidates for this position gathers and interpret data and prioritize information regarding the Pediatric Residency Program, residents and faculty.

Administration (45%)

  • Oversee and manage the Noon Conference, Senior and Intern Report, and Journal Club teaching schedules, in collaboration with the Program Director. Submit documentation for CME credit when appropriate.

  • Coordinate on-call schedules and food allowance.

  • Oversee trainee compliance of bi-annual health updates, and various training sessions and institutional requirements such as well-being index, residents-as-teachers, and incident reporting.

  • Coordinate documentation for the annual educational triad meetings with program directors and educational faculty; gather information and develop summary sheets regarding each resident rotation.

  • Assist with IPRO unannounced site visits by ensuring that resident administration, staff and residents have been informed of the process; that GME has all of the pertinent program information in a timely and efficient manner.

  • Gather, develop, inspect and distribute affiliation agreements with national, international and local institutions, area private practices and the relevant participating outside facilities for away electives. Requires extensive coordination with administrative leadership of various hospitals /organizations across the country and internationally and knowledge of medical licensure and credentialing.

  • Develop and publish slide shows for Department of Pediatrics hallway monitor for dissemination of pertinent institutional, departmental and program-related information.

  • Coordinate various resident events, including the holiday and graduation parties, skills block, annual fundraiser, and the annual intern retreat.

  • Manage all aspects of daily office functions outside of primary responsibilities.

    Manage and coordinate away rotations for Pediatric residents and external rotators from other institutions who rotate at URMC

  • Gather affiliation agreements, health resources, HIPAA and curriculum documents as needed

  • Develop, distribute and inspect, and execute the yearly schedules of rotating Family Medicine residents from outside institutions. Inspect and update schedules on a regular basis. Coordinate all on-boarding and off-boarding processes for visiting resident trainees.

  • Develop and maintain the evaluation matrices in MedHub for each rotation and each trainee, allowing for automated distribution of curricula and/or evaluations to the appropriate trainee and faculty at the appropriate time. Anticipate, execute and gather manual assignment of evaluations in MedHub on an as-needed basis.

    Coordinate the intern recruitment

  • Utilize the Electronic Resident Application System (ERAS) and Thalamus scheduling software to pull applicant data for the pediatric and child neurology programs.

  • Communicate daily schedules and applicant information with interviewing faculty, frequently sending calendar invites and updates.

  • Welcome and interact with applicants on interview day, ensuring their professional needs are met.

    Coordinate intern orientation and graduation

  • Anticipate the need for and gather all pertinent information associated with intern orientation and onboarding, including verifying ACLS certification for all incoming trainees.

  • Create orientation schedule compatible with Med-Peds and IM programs, as well as pediatrics department at Rochester General Hospital; work with Program Director, Chief Residents, and Program Administrator to coordinate orientation topics/speakers.

  • Assist with the off-boarding process. Collect data and information from graduates, and ensure requirements are met. Oversee the alumni database.

    Center of Education (15%)

    Administer Fellowship Program to include preparation for key program meetings, recruitment, onboarding/offboarding, operations and general ACGME requirements. (15%)

    Other Duties as assigned (5%)


    College graduation or an equivalent combination of experience and training. 3 years of relevant administrative experience. Applicant must able to work independently, manage multiple responsibilities and work productively with limited to no guidance in a very busy environment. Should also be a team player and work well with other administrative staff and faculty. Applicants should be well organized, detail-oriented, and possess strong interpersonal skills. Proficient in Microsoft Office and communicate effectively.

    Have or obtain a solid working knowledge of the following software:

  • MedHub software (a web-based evaluation, activity planning, financial monitor, calendar and duty hour monitoring program used throughout all GME training programs within the URMC and Medical School).

  • Amion Physician Attending software (a web-based scheduler for rotations, call and clinics).

  • ERAS (a web-based electronic residency application system).

  • Thalamus GME (electronic interview scheduling software)

  • Blackboard (course management system for curriculum content)

  • Redcap (survey design software for data collection)

    Supervisory responsibilities:

    This position will assist with supervising staff as needed, and is back-up to the Program Administrator.

    Reports to :

    Brooke Steinbronn, Residency Administrator


    Laptop, camera, printer, fax machine, phone, copier, scanner.

    *For more on the ICARE values go to:

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled