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University of Rochester Residency Administrator - 236424 in Rochester, New York

Residency Administrator Job ID 236424

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 052 Pediatrics M&D Admin


8 AM-4:30 PM



The Residency Program Administrator is a key member of the leadership team and works closely with the Program Director to assist in meeting accreditation requirements, educational programming, and support of trainees. The Administrator manages the day to day operations of the program and serves as an important liaison between the Residency Program, Pediatric Administrative Leadership, and both institutional and national organizations. The position supports Residency Leadership in providing an optimal learning environment, successful recruitment and maintaining compliance.



  • Fulfills the role of the ‘Program Coordinator’ as defined by the ACGME and described below for 46 pediatric residents.

  • Working closely with Program Directors, contributes to and executes the plan for recruitment, including the NRMP Match process involving approximately 1000 applicants and 220 student interviews. Coordinates and leads recruitment days with proficiency in Zoom.

  • Facilitates various surveys and reports in support of program development. Oversees onboarding and offboarding of trainees. Coordinates annual trainee awards.

  • Obtains a solid knowledge base of GCH and URMC branding strategies, develops promotional material, recommends and implements recruitment strategies. Oversees program website.

  • Supports the Program Director and Chief Residents in the administrative functions of the learning environment for residents, being proactive of needs. Works closely with the Program Director in preparation of Educational Triads, Faculty Dashboards, Clinical Competency Committee Meetings and others as needed.

  • Collaborates with med-peds administrators in the pediatric-specific administrative functions for med-peds residents.

  • Leads alumni engagement.

  • Works in partnership with administrators and faculty leaders of Pediatric Medical Student Education and Fellowships to enhance the pipeline to pediatrics and streamline processes. Attend monthly GME and various Pediatric administrative team meetings. Leads Residency Program administrative meetings.

  • In conjunction with the Program Director and Director, Center for Education, keeps current all policies and procedures relating to residency education, ACGME, ABP and administrative guidelines.

  • Represents the Pediatric Residency Program in interactions with ABP, The Joint Commission , ACGME and URMC GME to ensure program compliance, including proposing plans to remain in compliance, resolve conflicts and process improvements.

  • Generates reports and performs analysis including quality metrics, progress and improvement.


  • Oversees the daily operations and administrative staff of the Pediatric Residency Program

  • Fosters an inclusive and ‘family-like’ environment for all residents (pediatric, med-peds, and others), students, faculty, and staff, who come into the office.

  • Manages facility resources.

  • Responsible for effective operations of MedHub, NRMP, ERAS, ACGME, ABP, AAP, Cortex/Thalamus as they relate to residency training.

  • Researches industry and benchmarks, proposes & identifies areas for improvements and manages administrative team to implement best practices based on findings.

  • Facilitates onboarding and offboarding of internal and external rotators.

  • Oversees and delegates event planning including orientation, graduation, holiday party, retreats, and others as necessary.


  • Responsible for ACGME, ABP, NY State and GME compliance and reporting. Works closely with Program Director in preparation of annual reviews, site visits (The Joint Commission, ACGME, CLER), ongoing Clinical Competency Committees, Annual Program Evaluation reviews and others as necessary.

  • Assists Program Director in applying and enacting regulations of overarching agencies and institutions and executing policies and procedures to maintain compliance. Establishes and maintains tracking and monitoring systems.


  • In conjunction with the Program Director and Director, Center for Education, develops and monitors salary, operating and capital budgets. Reviews and monitors account actively and report of variances.

  • Supervises accounts including reconciliation of University reports, problem resolution and analysis of expense trends. Generates, reviews and approves payments for purchase orders, requisitions, invoices, travel and personnel reimbursement forms for the residency program.

Human Resources

  • Establishes and maintains environment that fosters diversity, equity and inclusion, effective communication and problem resolution.

  • In collaboration with the Director, Pediatric Center for Education, identifies and trains residency administrative team. Responsible for primary supervision and evaluation of the residency administrative team; including compensation, improvement plans, career development, vacation, leaves and disability.

  • Evaluates changes in staff job responsibilities and develops requests for new positions and job reclassifications.

  • Approves staff and trainee payroll, processes forms/reports (including leaves of absence as needed).

  • Other duties as assigned


  • Graduation from college or an equivalent combination of experience and training required .

  • 3 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management, or the equivalent experience in business required.

  • Ability to work effectively with individuals across all job levels. Flexible in approach and appreciates the demands of a fast-paced, constantly evolving program. Leadership experience is a plus. Expert level (skills with Micro Soft , Zoom and Adobe Pro. Ability to master web-based systems required.

  • C-TAGME Certification required (within 2 years)

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