Senior Residency Program Coordinator - Emergency Medicine

The Senior Residency Program Coordinator will join our close-knit team providing critical administrative support to the Emergency Medicine residency program under the direction, supervision and mentorship of the Residency Program Manager. This is an opportunity to play a crucial support role in facilitating a complex, rigorous program to train new physicians to practice emergency medicine.

The team leads organizational aspects of the program in coordination with physician leadership. They collaborate in the development of program goals and objectives; provides sound guidance and advice on residency program issues and ensure compliance with current guidelines of the Accreditation Council for Gradual Medical Education (ACGME), American Board of Emergency Medicine (ABEM), institutional and regulatory offices, and applicable specialty boards. The team also coordinates the day-to-day operations of the program including ensuring timely submission of completed House staff appointment applications to the medical center, planning weekly conference and other events, maintaining agreements across institutions, tracking requirement completion by trainees, and maintaining accurate records of current and past residents. 

The position involves responsibilities which are cyclical over the year in their intensity. As such, team members are expected to exhibit flexibility to support each other as needs change over time. We also value suggestions and innovations for making our large, complex system more efficient, organized, and effective in supporting and communicating with trainees. As all of the programs train dedicated young physicians at critical developmental stages in their careers and lives, a desire to build supportive connections with them is also appreciated. 

1. Program Coordination 

• Oversees the Emergency Medicine residency program daily activities; collaborates in the development and implementation of operational policies, procedures and standards. Establishes and ensures residency program goals and objectives are accomplished. Makes recommendations for improvement. 

• Ensures compliance with departmental policies and procedures.

• Collaborates with the Residency Program Director in the development of the strategic planning of the residency program and ensures compliance with deadlines. 

• Implements all required modules of the New Innovations residency management software, to include the management and reporting of data as well as user training for program faculty and residents. Is also responsible for collecting demographic information and updating the American Medical Association (AMA) tracking system and maintaining complete demographic information in New Innovations. 

• Prepares resident conference schedules, which include didactic lecture series, grand rounds and calendar of events. Corresponds with lecturers and coordinates lecture dates, topics and audiovisual needs. 

• Coordinates all aspects of graduation activities and requirements. 

2. Coordinates Program Compliance with ACGME Accreditation and Other External Agencies 

• Compiles, updates, and submits reports to ACGME, EUFAC, and other external agencies and professional organizations. 

• Develops and maintains program letters of agreement for all required rotations at outside institutions.

• Participates in the development of the residency program’s academic and clinical requirements to ensure accreditation standards are maintained. 

• Ensures current and complete data on resident procedural experience, including those recorded in ACGME Case Logs and the New Innovations Procedure Logger module. 

• Verifies employment history of graduates as needed and required by the ACGME.

• Ensures compliance with all residency program requirements. This includes but is not limited to submitting duty hour reports to the Compliance Office, collecting and tracking evaluations of the residents, faculty and program, and ensuring compliance regarding any house staff moonlighting or other professional activities outside the scope of the program. 

• Prepares for Internal Reviews of the program as directed by the GME Office. 

3. Recruitment and Onboarding 

• Oversees the development and planning of all aspects of the resident interview process including scheduling interview dates, corresponding with potential applicants, confirming meetings and appointments and ensuring applicant credentials are in compliance with current guidelines. 

• Coordinates Orientation for new house staff inclusive of revisions to the Residency Training Program Manual, Security and Human Resources clearance, subscription forms and society membership applications etc. 

• Organizes rank order list meeting for the Resident Selection Committee and ensures accurate rank order list submission to the National Resident Matching Program (NRMP website). 

• Notifies residents of orientation, rotation schedules, encompassing vacations, conferences and approved leaves of absence while ensuring compliance within current guidelines. Communicates conditions of house staff appointment to candidates at or before the time of interview. 

4. Credentialing, Appointments, Reappointments 

• Coordinates with House Staff Affairs to ensure completion of documents received from ERAS (Electronic Residency Application System) for appointment of house staff applicants. Follows up with applicant regarding missing credentials in order to expedite the processing of appointments, reappointments. 

•  Assists International applicants with J1 and H1 visas and submits required documents to ECFMG, NYS Education department, International Personnel in Human Resources and House Staff Affairs. 

• Collects a summative, competency-based evaluation and a list of all rotations completed from the previous program of any resident who transfers into the program, including those who complete one year of preliminary training before entering an advanced residency program. Provides these materials to the new program for any resident who transfers out of Mount Sinai. 

5. Provides Administrative Support for Residents

• Provides administrative oversight for the residency program and meets the clerical needs of the programs as required. This includes but is not limited to the following: maintaining residency program files in accordance with records retention schedules, assisting in requests for verification of residency training, and maintaining calendar of applicant appointments and meetings, processing reimbursements for residency-related travel and other expenses. 

• Maintains and monitors records of resident attendance for all required educational activities, including conferences and other didactic experiences. Maintains the residency curriculum, including competency-based goals and objectives for each assignment and each level of training. Creates and edits departmental residency training manual. 

• Arranges for resident participation in activities within and outside the program, such as Core Curriculum, Chief Residents Retreat, research days, and House Staff Council.  

Bachelor’s degree or equivalent experience 

• 5 years of experience in a medical and/or academic setting

Compensation Statement

The Mount Sinai Health System (MSHS) provides salary ranges that comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $66,482.07 - $86,350.00 Annually. Actual salaries depend on a variety of factors, including experience, education, and operational need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

Non-Bargaining Unit, 870 - Emergency Medicine - ISM, Icahn School of Medicine