Coordinator, Internal Medicine Residency Program

Essential Functions & Responsibilities

• Program Leadership and ACGME Compliance
• Serve as an active member of the Internal Medicine program leadership team alongside the Program Director and Associate Program Director.
• Maintain current working knowledge of ACGME Internal Medicine Program Requirements and ensure all program activities, documentation, and processes remain in compliance with applicable standards.
• Work closely with the Program Director to ensure the Accreditation Data System (ADS) is accurate, complete, and updated on a timely basis.
• Coordinate all program-required ACGME meetings, including Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC) meetings; prepare materials, distribute agendas, track action items, and ensure all ACGME deadlines are met.
• Assist the Program Director in preparing the Annual Program Evaluation (APE) and related accreditation documentation.
• Ensure program-level completion of all required documentation promptly, including but not limited to Program Letters of Agreement (PLAs), resident letters of recommendation, and faculty time logs; report documentation status to the GME office and Institutional Coordinator in accordance with institutional deadlines.
• Scheduling, Rotations, and Clinical Coordination
• Develop, maintain, and distribute resident schedules, including block rotations, didactic schedules, call assignments, and faculty precepting schedules, in accordance with due dates provided annually by the GME office.
• Coordinate on-site and off-site rotations for residents, including away electives, ensuring all logistics, documentation, and approvals are in place.
• Coordinate rotation logistics with participating sites, faculty, and clinical departments.
• Collaborate with ambulatory clinic managers to ensure resident ambulatory schedules are current and accurate; communicate any preceptor or resident absence to the clinic manager, document all schedule changes accurately and in real time in MedHub, and notify the Institutional Coordinator accordingly.
• Track leave requests, schedule changes, and rotation swaps in compliance with program and ACGME policies; report all changes to the Institutional Coordinator promptly.
• Attend ambulatory and inpatient program touch-base meetings as a representative of program administration.
• Recruitment, Onboarding, and Orientation
• Manage all aspects of the ERAS application process and NRMP rank list for the Internal Medicine program.
• Coordinate all interview season logistics, including scheduling, candidate communications, faculty coordination, and interview day events.
• Execute program-level onboarding for incoming residents, including orientation coordination and documentation collection.
• Liaise with the Institutional Coordinator to ensure all institutional onboarding requirements are completed before trainee start dates.
• In the event of a resident leave of absence, including sick leave, maternity leave, or FMLA, notify the GME office promptly; leave coordination with HR is managed by the GME Director and the Institutional office.
• Clinical Metrics and Program Reporting
• Assist the Program Director in preparing resident-related clinical metrics for presentation at program operations meetings, GMEC meetings, and other institutional forums, including patient volumes, quality metrics, inpatient length of stay, discharge delays, and readmission data.
• Manage program-level data entry and compliance tracking in the residency management system, including duty hour logging, evaluations, procedure logs, and conference attendance.
• Monitor program-level ACGME compliance and alert the Program Director and GME Director to areas of concern.
• Generate and submit monthly duty hour reports in MedHub; reconcile resident schedules against duty hour logs and report discrepancies to the Program Director, GME Director, and Institutional Coordinator.
• Prepare materials and data for CCC meetings, PEC meetings, and the Annual Program Evaluation (APE).
• Program Administration and Records Management
• Maintain accurate and organized program files, including resident contracts, licensure, DEA certificates, procedure and case logs, and milestone documentation.
• Track and ensure timely renewal of resident licenses, certifications (ACLS, BLS, etc.), and other credentialing requirements.
• Prepare program correspondence, presentations, and reports on behalf of the Program Director.
• Manage program budget tracking, purchasing requests, and expense documentation.
• Coordinate all program meetings and maintain the program calendar, ensuring all stakeholders are informed of key dates and deadlines.
• Resident and Faculty Support
• Serve as the primary point of contact for residents and fellows regarding program questions, policies, and administrative needs.
• Coordinate resident wellness activities, program social events, graduation, and milestone recognition.
• Support faculty with administrative needs related to their teaching and supervisory roles within the program.
• Foster a positive, inclusive, and professional program culture in collaboration with the Program Director and GME office.
• Collaboration and Institutional Communication
• Maintain regular communication with the GME Director and Institutional Coordinator to ensure program activities align with institutional standards and deadlines.
• Participate in GME coordinator meetings and institutional GME initiatives.
• Support the GME office with cross-program projects and accreditation activities as needed.

Qualifications

• Education: Bachelor’s degree in healthcare administration, Education, Business, or a related field; or equivalent combination of education and experience.
• License / Certification: None

Experience

Skills

• Proficiency in Microsoft Office Suite, including PowerPoint and Excel; ability to learn new software systems quickly.
• Exceptional organizational skills and attention to detail with the ability to manage multiple competing priorities.
• Strong interpersonal skills and the ability to communicate effectively with residents, faculty, and administrative staff.
• High degree of professionalism, discretion, and emotional intelligence in working with trainees and clinical faculty.
• Ability to build trust and rapport with residents and fellows as a reliable, approachable point of contact.
• Self-directed and solutions-oriented with the ability to work independently and as part of a team.
• Commitment to accuracy in regulatory and compliance-related documentation.
• Flexibility and adaptability in a dynamic, growth-stage GME environment.
• The PC is expected to attend career development training, courses, and workshops to enhance their skills and knowledge as a program coordinator.
• Interpersonal Skills: Demonstrates the True North values. The True North values are a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at NorthBay Health. The True North values principles consist of Nurture/Care, Own It, Respect Relationships, Build Trust and Hardwire Excellence. Leadership, strong verbal and written communication, conflict resolution, self-starter, works independently, organizes workload. Ability to effectively resolve complex issues simultaneously and escalate when appropriate.

Interpersonal Skills and Values

• Demonstrates NorthBay Health’s True North Values: Nurture Care, Own It, Respect Relationships, Build Trust, and Hardwire Excellence. These values guide behavior, accountability, teamwork, and commitment to high-quality patient care.

Why NorthBay Health

NorthBay Health Benefits Options

• NorthBay Health offers a comprehensive benefits package based on established eligibility requirements. Benefits may include medical, dental, and vision insurance, life, disability, and long-term care coverage, paid time off including vacation, sick leave, holidays, and bereavement, a 403(b) retirement plan with employer match, education reimbursement for eligible roles, professional development and training programs, Employee Assistance Program, wellness programs, recognition programs, shift differentials, and market-based compensation review and increases subject to approval and organizational performance.
• Compensation Structure
• NorthBay Health uses a structured compensation framework. Staff-level positions use a step-based system (Steps 1–5) based on years of directly related experience, with Step 5 representing 20 or more years of experience in the role. Manager level and above positions are paid a fixed annual base salary and are eligible for a variable incentive compensation plan. Physician compensation is structured based on specialty and role requirements.

Remote Work Disclosure

Notice to Recruitment Agencies