Residency Program Specialist

Augusta University

Augusta, GA

Job posting number: #7215032 (Ref:ej-5000340)

Posted: February 7, 2024

Job Description

Residency Program Specialist

Job ID: 268485
Location: Augusta University
Full/Part Time: Full Time


About Us

Augusta University is Georgia's innovation center for education and health care, training the next generation of innovators, leaders, and healthcare providers in classrooms and clinics on four campuses in Augusta and locations across the state. More than 9,000 students choose Augusta for educational opportunities at the center of Georgia's cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences. Augusta is home to Georgia's only public academic health center, where groundbreaking research is creating a healthier, more prosperous Georgia, and world-class clinicians are bringing the medicine of tomorrow to patient care today. Our mission and values make Augusta University an institution like no other. We are part of the University System of Georgia.


Augusta University -

Our Health Sciences Campus: 1120 15th Street, Augusta, GA 30912

College/Department Information

The Medical College of Georgia is one of the nation's largest medical schools by class size, with 260 students per class. The educational experience is anchored by the main campus in Augusta, regional clinical campuses for third- and fourth-year students across the state and a second four-year campus in Athens in partnership with the University of Georgia. MCG's expanding partnerships with physicians and hospitals across Georgia currently provides about 350 sites where students can experience the full spectrum of medicine, from complex care hospitals to small-town solo practices. MCG and its teaching hospitals also provide postgraduate education to more than 500 residents and fellows in 50 different Accreditation Council for Graduate Medical Education-approved programs. Our researchers and clinicians focus on what most impacts the health of Georgia's and America's children and adults, including cardiovascular biology and disease, cancer, neurosciences and behavioral sciences, public and preventive health, regenerative and reparative medicine, personalized medicine and genomics. Our physician faculty also share their expertise with physicians and patients at about 100 clinics and hospitals statewide.

Job Summary

This position works under the direct supervision of the Department Administrator. The Residency Coordinator provides oversight, direction, and leadership to the Hem/One Fellowship Training Program. The coordinator also provides day-to-day management of educational and departmental activities to include administrative support to the Director and Associate Director of the Hem/One Fellowship program. This position creates budgets for fellowship /residency expenses such as Interview costs, Grand Rounds expenses for outside speakers and food and supplies needed, and Annual CME event. Is responsible for management of all conference schedules, and educational coordination between attending physicians, fellows, residents, medical students and institutional and regulatory administrative offices. This position is required to be flexible with coming in early and/or staying late to accommodate guests, conferences and necessary meetings. This position is responsible for the coordination and organization of the accreditation process governed by ACGME, responsible for the coordination of the application, interview and selection process and manages the One45 residency electronic records such as monitoring Duty Hours and reporting discrepancies and insufficiencies to the program director. The coordinator must demonstrate initiative, resourcefulness, and problem-solving skills in applying a detailed knowledge of the responsibilities, functions and underlying management structure of the department and of the larger institution in organizing and independently prioritizing work, establishing procedures and systems, and ensuring orderly and timely work flow. Coordinates and administers meetings, lunches, plans functions and reconciles monthly for fellows time. Some travel may be required.


Responsibilities include; but are not limited to:


for Hematology/Oncology Program- Liaison b/w GME, DOM Housestaff, and Fellowship Program(s) to facilitate educational requirements, maintain files on all fellows, coordinate all functions of One45 to maintain fellows evaluations, time sheets (track vacation/interview/sick leave), track duty hours for ACGME compliance, evaluations of faculty, procedure logs, track conference attendance, maintain log, prepare reports from One45, schedule and type semi-annual and annual evaluations for each fellow, work with Chief Fellow to organize yearly rotation schedule for fellow rotations to assure requirements are met for successful completion of Hem/One Fellowship Program, arrange all outside rotations for fellows to include travel arrangements, attend monthly coordinator's meeting and follow up with any requested action, attend quarterly GMEC meetings, compile and organize all documentation necessary to successfully maintain ACGME accreditation of program, process all fellowship applications using ERAS, coordinate recruitment/interview schedule and maintain database of faculty evaluations of applicants, assist in entering rank order list into NRMP site for selection, process all paperwork for new fellows starting the program, process all letter of recommendation/evaluation and credentialing requests for past & present fellows, annual update of program information for ACGME, ABIM and FREIDA websites, coordinate fellowship / residency conferences including, Fellows Grand Rounds, RCC Conference Series and other educational activities. Reserve room, equipment, etc. for all conferences, coordinate and schedule speakers for Core Lectures and Grand Rounds. Create and maintain the with Lecture schedule for the Division of Hem/One, Fellows Master Schedule, Fellows Leave Calendar, Clinic Schedule, Fellows Rotation Schedule, Electives and Call Schedule. Prepare sign in sheet, keep attendance records (One45) and file sign in sheets in appropriate conference folders, Outside Resident Rotation -Coordinate the arrival of outside resident's rotation in Hematology/Oncology. Up-keep of Fellows Procedure logs, evaluations, faculty evaluations, program meetings, auxiliary meetings, board meetings within both One45 and the fellows binders filed in the Division of Hem/One. Serves as a protector for Hem/One fellows annual in-service exam conducted by the American Society of Hematology (ASH) and American Society of Clinical Oncology (ASCO). Create/maintain alumni database of graduating fellows and residents.


Provide administrative support to Hem/Onc Fellowship Program Director, Associate Program Director, and Department Administrator and general assistance to the section to include: Maintain Outlook calendar for assigned faculty; coordinate meetings and outreach initiatives for faculty, primary for fellowship phone, direct calls, take messages, answer questions, assist and direct visitors; send reminder pages; distribute mail and run errands; make new files and folders; create new forms; scan documents and photos; create PowerPoint slides; type check requests, key requests, IDRs, process recommendation letters, etc., for assigned faculty; cross- train and provide coverage to other staff within the division; meet with assigned faculty regularly (weekly or bi-weekly) and maintain project log. Travel/Leave Coordination - coordinate, prepare & process faculty travel and leave requests which include: Obtain documentation from faculty member, prepare all required forms (ie. travel request, OA-1, leave request and registration), coordinate travel arrangements if necessary, ensure all coverage arrangements have been finalized before submission to the Department Administrator, ensure that all paperwork is completed and finalized within two weeks of departure date; post leave to faculty leave calendar in Outlook, send "faculty off-campus" e-mail to Department Administrator including coverage information the day before faculty is to leave, prepare expense statements upon return, maintain accurate and individual travel files ensuring that all documentation is kept orderly.


Assist Directors of Hem/One Fellowship Program with the coordination of all documentation and processes to maintain ACGME accreditation and manage/coordinate all day to day activities; Maintain up to date faculty CVs to include converting new faculty CVs to MCG format; assist faculty with re-credentialing and promotion and tenure processes; maintain files for BLS/ACLS certificates, licenses, DEA; maintain photos/graphics files and biographical sketches, assist with publication submissions for each assigned faculty; prepare paperwork for observerships as requested. Maintain up to date list of academic achievements for all faculty in the section to be included in the state of the department annually.


Process, correct letters that have been edited by faculty for patients, reference letters for medical students, residents, fellows and faculty; fax and mail letters; ensure that clinic cancellations are within the required time frame. Coordinates all program events to include but not limited to graduation, retreats, banquets, by creating calendars and schedules, brochures, flyers and educational materials. Maintain up-to-date information on the section bulletin board with articles, conference schedules, and fellow accomplishments. Responsible for updating the HemOnc webpages.


Maintain Medical Education knowledge by keeping up with program requirements and regulations of the GME and ACGME. Know the rules, regulations, policies, and procedures to support the program and maintain accreditation compliance; Maintain Systems- Based Practice through cost considerations, program improvement and awareness, recognition of errors and advocate for improvement. Perform all other job-related duties/tasks as assigned.

Required Qualifications

Associate's degree from an accredited college or university in a related field with two years of recent work experience in an educational program; will accept High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization with five years of directly related experience in an educational program.

Preferred Qualifications

Bachelor's degree from an accredited college or university with a minimum of two years' experience in an academic work environment OR Associate's degree from an accredited college or university with minimum of three years in an academic/medical setting. Equivalent experience and training with Microsoft Word, Excel, and PowerPoint.

Knowledge, Skills, & Abilities


Excellent customer service. The incumbent must have the ability to work independently, to prioritize and manage multiple tasks, complete work, and meet deadlines. Must have the ability to anticipate and respond to occasional high-pressured deadlines. Ability to coordinate multiple projects simultaneously, meet deadlines despite often interruptions, maintain confidentiality and keep accurate records. Ability to maintain confidentiality.


Knowledge and direct experience in compliance and records management. Proven track record of exercising good judgment and establishing positive work relationships.


Highly proficient in English, trustworthy, and dependable. The incumbent will have a 'can do' attitude, be highly proficient in Outlook, MS Office Suite, and have the ability to become proficient in database. The incumbent will also be motivated, detail-oriented, with excellent interpersonal, written and verbal communication skills.


Shift: Days; Monday - Friday

Pay Grade: 11

Salary Minimum: $15.00 - Midpoint: $18.21

Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position

Recruitment Period: 2/6/24 - Until Filled

Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.

Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays.

Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!

Conditions of Employment

All selected candidates are required to successfully pass a Background Check review prior to starting with Augusta University.

If applicable for the specific position based on the duties: the candidate will also need to have a credit check completed for Positions of Trust and or approved departmental Purchase Card usage.

Motor vehicle reports are required for positions that are required to drive an Augusta University vehicle.

For Faculty Hires: Final candidates will be required to provide proof of completed academic degree(s) as well as post-secondary coursework in the form of original transcript(s). Those candidates trained by a foreign institution will also be required to provide an educational/credential evaluation.

All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive [patient, student, employee, financial, business, etc.] information by exercising sound judgment and adhering to cybersecurity and privacy policies during their employment and beyond.

Credit Check

This position will require the acquisition of a P-Card and/or handle cash, credit or other sensitive information and will require a satisfactory Consumer Credit check as a condition of employment.

Other Information

This position is also responsible for promoting a customer-friendly environment and providing superior service to our patients, students, faculty, and employees. "Augusta University is a patient-and family-centered care institution, where employees partner every day with patients and families for success."

Augusta University is a tobacco-free environment, and the use of any tobacco products on any part of the campus, both inside and outside, is strictly prohibited.

Equal Employment Opportunity

Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.

How To Apply

Consider applying with us today! Search Job Opening ID: 268485

Select University Faculty & Staff > External Applicants if you are a candidate from outside the university

Select University Faculty & Staff > Internal Applicants if you are a current university employee

If you need further assistance, please contact us at 706-721-9365

To apply, visit


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More Info

Job posting number:#7215032 (Ref:ej-5000340)
Application Deadline:Open Until Filled
Employer Location:Augusta University
United States
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