Job Description

We are seeking a Sr. Administrative Coordinator who will provide complex administrative support to the Diagnostic Radiology Residency. This includes daily support, such as assisting residents on an as-needed basis, organizing files, maintaining monthly checklist items, performing and completing monthly tasks, planning and coordinating annual interview sessions, and assisting the program directors and lead coordinator with various tasks.



Specific Duties & Responsibilities

Manage the residency with daily/monthly operations and tasks.
Ensure each required monthly item is completed to ensure the resident remains compliant with ACGME to maintain the residency’s accreditation status.
Assist with the submission of reimbursements for program directors, fellows, and residents.
Oversees residency book fund expenses and coordinates approval of purchases if needed.
Assist with the completion of residency verification forms and letters.
Assist with ordering of electronic equipment for residents/fellows and program directors.
Assist with resident course registration and payments.
Oversee the evening rotation meal fund budget (if applicable)and the residency lounge and lounge supplies.
Coordinate meals for in-person conference events.
Collection of monthly radiation badges.
Assist with registering residents/fellows with various educational software access provided by the program.
Oversees and reports CPR expiration dates and manage New Innovations.
Input resident weekly rotation schedules/evaluations.
Set up and create new academic years.
Coordinate faculty rotation evaluations.
Oversee and update PGY checklist items.
Update residency PGY year in the system to ensure proper processing.
Ensure monthly Duty Hours are properly reported and met to GME office requires all residents to participate – 100% reporting goal.
Assist the program director with any special projects and or requestsincluding guest lectures, holiday events, special events, social events, etc.
Assist with scheduling for the residency program director.
Assist with planning and execution of residency virtual interviews during peak seasons.
Creating interview day itinerary and individual interviewer schedules.
Compiling information packet for applicants, including sample program contract, program details, and highlights of Baltimore City.
Manage the residency with daily/monthly operations and tasks.
Ensure each required monthly item is completed to ensure the resident remains compliant with ACGME to maintain the residency’s accreditation status.
Assist with the submission of reimbursements for program directors, fellows, and residents.
Oversees residency book fund expenses and coordinates approval of purchases if needed.
Assist with the completion of residency verification forms and letters.
Assist with ordering of electronic equipment for residents/fellows and program directors.
Assist with resident course registration and payments.
Corresponding with applicants before and following the interview day.
Creating calendar invites and Zoom links for use during the interview day.
Managing applicant and interviewer movement in and out of breakout rooms.
Assist with planning and execution of program graduation (JUNE) in person.
Ordering and preparation of diplomas and graduation gifts.
Ordering of staff recognition gifts.
Securing event location and ordering of food and beverages for in-person events.
Assembling of event program and preparing graduation presentation for the program director.
Assist with planning and execution of the program’s orientation (JULY) in person.
Securing event location(s) and ordering of food and beverages.
Planning and executing the schedule of events pertaining to onboarding.
Coordinating completion of required HR paperwork and headshots.
Enrolling residents/fellows into appropriate software programs required by the residency.
Working with the residents/fellows to ensure a smooth series of events.
Maintaining the program website and ensuring content and resident information are up to date.
Updating resident bios by class and Alumni page.
Adding social event photos to the website.
Assist with the completion of other tasks and duties as needed.


Minimum Qualifications
High School Diploma/GED.
Five years of administrative experience required; 7 years preferred; Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.