Academic Coordinator

Rochester, NY


General Purpose:

Performs administrative responsibilities for the Center for Education with primary focus on the Pediatric Residency Program. This position deals with confidential matters, provides administrative support to the Pediatric Residency Leadership and trainees. This includes time management, prioritizing competing demands, and problem-solving. The position is a resource for trainees, assisting with day to day office operations and inquires.



  • Administer Grand Rounds the premier lectureship for the Department of Pediatrics.

  • Responsible for monitoring and reporting of program and training requirements set forth by GME and ACGME. Composes correspondence on policy or other substantive matters including but not limited to “verification of training”.

  • Key player onboarding and offboarding of trainees with adherence to ACGME, ABP, URMC, GME compliance.

  • Provides support for the annual recruitment process involving 1100 applicants and over 200 interviews on recruitment days between October and January.

  • Works closely with Program Leaders, coordinates semi-annual reviews, program meetings for 46 residents and educational triads for 20 plus rotations/educational experiences.

  • Manages and maintains the scheduling of various committees and academic activities (PEC, CCC, Triads, Journal Club etc.) related to the residency program in support of leadership.

  • Works closely with Chief Residents on the resident rotation schedules, inputting and keeping accurate maintenance of rotation schedules in scheduling platforms.


  • With limited direction manages department wide program events including logistics for up to 150 people. This includes arranging facilities and equipment, catering; preparation of communications/invitations/rsvp’s, contracts with service departments of the University as well as external vendors.


  • Co-Manages the front end of residency office. Independently troubleshoots and finds resolutions to problems regarding systems and operations.

  • Coordinates all entertainment, catering and wellness activities for residents including weekly breakfast and daily luncheons.

  • Manages inventory of supplies, equipment. Devises reports as needed.

  • Maintains solid knowledge of ACGME, ABP, Department and University GME policies.

  • Develops reports, analyzes data and makes recommendations for Residency Administrator.

Fiscal Responsibilities

  • Maintains and monitors a working annual budget of $400,000 for program payables and receivables.

  • Generating and providing expense reports.

  • Obtains and processes documentation for reimbursement of purchases through Workday, including purchases as study materials, travel expenses, guest speaker fees, honorariums and various program expenses.

Program Management

  • Independently administers the Resident Research Track as well as other curriculum tracks. Assists Track Directors with track development.

  • Working closely with the Program Director partners with other programs to develop educational opportunities with a focus on the Research Enterprise.

Other duties as assigned


  • College graduation required or an equivalent combination of experience and training preferred

  • One year in an administrative capacity in an academic office or project management, or the equivalent experience in business required.

  • Demonstrates strong written and verbal communication and customer service skills. Team player with positive friendly attitude. This position requires daily interaction and communication with the residents, staff, and faculty on all levels. Ability to research new technologies to improve work flow and efficiencies. Strong organizational skills with ability to prioritize duties and multi-task. Must demonstrate the IICARE values and maintain student confidentiality. Experience with resident education, policy, procedures and regulations desired. Proficient in Microsoft Office (specifically in Word, Excel, and PowerPoint) and Adobe Systems (working with PDFs). Previous experience with GME systems, including MedHub, is plus.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051
Schedule: 8 AM-4:30 PM

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