Description
At NorthBay Health, the Program Coordinator (PC) for the Internal Medicine Residency Program serves as the lead administrator and oversees all day-to-day operations of the program. The PC is an active member of the program leadership team, working in close partnership with the Program Director (PD) and Associate Program Director (APD) to ensure the program operates in full compliance with ACGME Internal Medicine Program Requirements and institutional standards.
Reporting directly to the GME Director and with a dotted-line reporting relationship to the Internal Medicine Program Director, the PC serves as the primary administrative liaison among residents, faculty, and the GME office. This role requires a high degree of organizational skill, regulatory knowledge, and the ability to build trusted relationships with trainees and clinical faculty alike. The PC must be a reliable resource for both residents and faculty, maintaining a thorough working knowledge of current ACGME Internal Medicine guidelines and accreditation requirements.
As part of NorthBay Health's inaugural GME enterprise, the Internal Medicine Residency Program will welcome its first cohort of residents on July 1, 2027. The Program Coordinator will play a foundational role in building the program's systems, workflows, and culture from the ground up.
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:
Minimum two (2) years of experience in Graduate Medical Education, academic medicine, or a healthcare administrative setting.
Familiarity with ACGME program requirements and residency or fellowship training operations.
Experience with residency management systems (MedHub, New Innovations, or equivalent); must be willing to develop proficiency in MedHub.
Experience with ERAS and NRMP match processes preferred.
TAGME certification (Training Administrators of Graduate Medical Education) strongly preferred and encouraged; support for obtaining certification will be provided.
Experience supporting a CCC, PEC, or similar program governance committee preferred.
Prior experience in a new or expanding GME program preferred.
Familiarity with ACGME Internal Medicine Program Requirements and milestone-based evaluation preferred.
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.
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