Residency Coordinator- Senior Administrative Assistant

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Overview

Reporting to the Manager of Medical Education, this position provides high level and detailed program coordination and administrative support for the Obstetrics, Gynecology & Reproductive Sciences residency program. Activities include, but are not limited to, planning/coordinating residency activities including educational activities, coordinating/tracking interview processes, entering/tracking effort and evaluation process, coordinating events such as Residency Research Day, graduation, luncheons, process travel/reimbursements, assisting with residency accreditation and site visit activities, acting as primary point person for residency inquiries, providing back-up support to other Medical Education activities, assisting with distribution of faculty evaluations, and assisting the Manager of Medical Education, the Residency Director, and Associate Residency Directors in all residency-related activities.

Required Skills and Abilities

1. Demonstrated experience with advanced administrative skills in an administrative support position, including experience independently handling complex schedules, calendars, coordinating travel arrangements, meetings and organizing events and all logistics associated with events and projects.

2. Demonstrated experience supporting a medical education program in an administrative position.

3. Proven interpersonal, verbal and written communication skills. Demonstrated ability to provide exceptional customer service and interact professionally with various stakeholders. Demonstrated experience working collaboratively on a team.

4. Demonstrated ability to handle sensitive information with discretion and exercise sound independent judgment.

5. Demonstrated intermediate skills with Microsoft Word, Excel, Power Point and Outlook calendaring. Demonstrated ability to manage multiple tasks from a variety of stakeholders, efficiently prioritize work, creatively problem solve and meet deadlines independently and as part of a team in a fast paced, high-volume environment. Proven organization skills with strong attention to details.

Preferred Skills and Abilities

1. Proven experience with residency program administration.

2. Proven experience working in a healthcare or medical school environment.

3. Knowledge of ResidencyCAS, QGenda, MedHub, Workday financial reimbursement system, and arrangement of travel in a professional capacity.

Principal Responsibilities

1. Oversees the entire Fellowship and Residency process to ensure compliance and smooth operations. This includes, but is not limited to: preparation and maintenance of documents, forms and other relevant materials. 2. Checks and verifies accuracy of the data entered into the system. Tracks confidential performance evaluations (fellows/residents/faculty) through specified software programs (Med-Hub/SAFAS). Ensure accurate and complete information in the GME system; FRIEDA, NRMP, ACGME, Web ADS, GME TRACK, Med-Hub and SAFAS. 3. Plans, coordinates, and organizes medical education related meetings/lectures in the Department University and YNHH employees as part of the ACGME requirements. 4. Performs data entry duties pertaining to trainee work hours and continuity of clinics. Monitors and tracks residents’ and fellows’ vacations and leave of absences in MedHub or other systems/programs as applicable. Notifies the Residency/Fellowship Director when duty hour violations occur. 5. Creates check requests and i-expense submittals for educational fund reimbursements. Monitors/distributes educational fund balances to Program Directors, Program Coordinators, and trainees. Monitors travel expense fund and conference attendance. 6. Tracks appointment and reappointment letters. 7. Ensures trainee compliance with ACGME established policies and procedures. Supports program directors in meeting regulatory requirements. Responds to all post-fellowship documentation requests from hospitals/academic institutions. 8. Provides administrative support in preparation for ACGME-conducted accreditation site visits for Surgery Fellowship and Residency Programs. Participates in YNHH meetings and directives and initiates change. Yearly, update the residency/fellowship handbook. 9. Maintains web-based ACGME accreditation surveys for the Surgery Fellowship and Residency Programs. 10. Compiles and submits reports to ACGME and other professional organizations as required. 11. Provides administrative support to program directors, including scheduling of meetings, preparation of agendas, recording and maintaining meeting minutes, development of reports. Orders and maintains inventory of supplies. 12. Assists in administrating faculty and trainee development and recruitment of trainees. 13. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Determines sources of data and maintains attendance records; compiles, synthesizes, and manipulates data. Summarizes findings and writes reports or portions of reports. 14. Coordinates resident matching event which includes high level communication with interviewees and Attendings. One selection process completed to assist with onboarding in conjunction with medical affairs office. 15. Coordinate yearly graduation event. 16. Performs any other duties as assigned. Required Education and Experience Six years of related work experience, four of them in the same job family at the next lower level, and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.

Job Posting Date

10/13/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.

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