Residency/Fellowship Admin II

Rochester, NY


Completes administrative support services for medical staff and officers, including processing of applications and appointments, orientation of new staff members and communication of information between staff departments and administration. Processes billing, collection and deposit of staff dues, including maintenance of related records. Uses existing procedures to solve routine or standard problems. Receives instruction, guidance and direction from more senior level roles.


Executive Assistant General Surgery Residency Program:

  • Assist with the progression of individual residents to assure their experience is in compliance with the requirements defined by the ACGME Residency Review Committee; compile, analyze and develop summary semi-annual feedback reports, and minutes.

  • Achieve and maintain working knowledge of all program requirements set forth by the ACGME and The American Board of Surgery (ABS) and Subspecialty Boards.

  • Develop, collect, analyze Survey Monkey surveys for resident recruitment, orientation and additional applications as necessary; deliver a summary and recommendations for impacted and related-projects.

  • Compile and distribute resident annual faculty education report cards and program feedback.

  • Manage residency events including annual research symposium, and annual health and wellness fair. Assist program administrator with additional event planning/preparation as needed such as new resident welcoming event resident group outing/retreats, and alumni events. These events are critical to the success of the residency program related to recruitment and retention of residents.

  • Manage residency related expenses based on allocated budget.

  • Manage resident assignments of call space and supplies; facilitate repairs of necessary supplies as needed. Coordinate with services departments of the University and external vendors and negotiate quotes as necessary.

  • Develop and maintain alumni data base for reporting. Responsible for data integrity and maintenance. Develop, manage, and deliver surveys annually for program quality improvement.

  • Assist Program Administrator in preparation of ACGME site visit preparation for General Surgery as needed.

  • Monitor and manage compliance pertaining to, HIPAA, mandatory health requirements, mandatory hospital activities and other institutional and national requirements. Develop and maintain well organized, thorough electronic files that demonstrate compliance.

  • Monitor duty hours compliance for Internal Medicine residents to ensure compliance with New York State Section 405 regulations weekly; investigate potential violations and provide feedback to Program Director and/or residents, as needed.

General Administration

  • Manage aspects of daily office functions (phones, meetings, conferences, vendor contact, mail, etc.)

  • 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.

  • Monitor, assess, and inspect delineation of competency procedure data input and evaluations of each resident for the purpose of residency credentialing of supervision for the ACGME.

  • Assist as back-up for Clerkship Coordinator in her/his absence.

Manage and Coordinate Complex Schedules for over 40 General Surgery Residents:

  • Define the General Surgery Residency settings in Med Hub and as the Primary Administrator for MedHub. Create, upload and inspect and execute schedules, evaluations, procedures, resources, curriculum documents in MedHub, as described below.

  • Assist in development, and execution of the yearly rotation/vacation schedules (SMH and HH, and FFT, Schedules) for General Surgery, and Rotating Residents from Ortho, ENT, Urology, EM, Anesthesiology while on General Surgery service in MedHub. Inspect and update schedules on a monthly basis.

  • Develop and maintain the curriculum document and 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.

  • Inspect and analyze duty hours for Surgery residents and fellows to ensure compliance with NY State and ACGME regulations weekly for GME and the program; investigate potential violations and provide feedback to the Program Director.

  • Manage Med Hub conference calendar for resident events.

Coordinate the intern recruitment process:

  • Develop and prepare residency recruitment materials for interviews and incoming orientation processes for residents and fellows.

  • Utilize the Electronic Residency Application System (ERAS) Application Service to respond to phone and email requests from applicants.

  • Welcome and interact with applicants on interview day, ensuring their professional needs for acclimating to SMH are taken care of.

  • Serve as back-up to the GS Program Administrator for Electronic Interview Scheduling system.

  • Develop and populate the initial Rank List based on interview and application/ scores and prepare applicant rank slide shows.

  • Participate and take meeting minutes at interview day rank meeting.

Manage and Coordinate Residency Education

  • Manage all aspects of didactic residency conferences requiring collaboration across URMC as well as outside entities with direction from the associate program director for curriculum. Propose topics and speakers designed to meet educational needs/gaps to provide adequate coverage of required subject areas. Maintain, prepare, and submit all related compliance reports based on Accreditation Council of Graduate Medical Education (ACGME) requirements.

  • Provide administrative oversight of all resident and fellow mandatory sessions and courses. Ensure registration, schedule, and materials are complete and provided to residents prior to course.

Social Media Coordinator:

  • In collaboration with the Program Director and/or Residency Administrator, develop and maintain residency program external website. Research best practices, survey residents and make recommendations about how changes would stimulate greater interest and promote high levels of web traffic to generate increased candidate interest in the Program.

  • Create, develop, launch and manage relevant social media presence(s) for the Internal Medicine Residency Program for various purposes (recruitment, wellness, alumni relations, etc.). Develop and/or import content, manage posts and respond to followers.

Other duties as assigned


  • Bachelor's degree and 2 years relevant experience required

  • 1 year of relevant experience in an administrative capacity, or equivalent combination of education and experience preferred.

  • Applicant must able to work independently, manage multiple responsibilities and work productively with limited to no guidance in a very busy and sometimes congested environment. Applicants must be well organized, detail-oriented, and possess strong interpersonal skills preferred.

  • At least 3 years of relevant administrative experience is desired preferred.

  • Exceptional communication skills are essential, in addition to strong organizational, interpersonal, and technical skills, with the ability to easily learn new software and web-based applications. Proficient in Microsoft Office, utilizing all the programs within Microsoft (Excel, Word, Outlook, etc.) to work and communicate efficiently preferred.

  • Must be able to make independent decisions, prioritize and manage multiple responsibilities and work productively in a team-based, busy environment. Other desirable attributes are the ability to plan, implement and analyze processes and improve upon them to enhance efficiency and effectiveness preferred.

  • Must have reliable/efficient transportation.

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

Pay Range

Pay Range: $20.92 - $29.29 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: Strong Memorial Hospital
Full/Part Time: Full-Time