Residency Program Coordinator

Job Summary:

The Department of Radiation Oncology has a full time opening for a training program coordinator. The Program Coordinator is primarily responsible for coordinating the training programs in Radiation Oncology, including rotating residents and medical student education. Coordination encompasses the recruitment processes, curriculum, schedules, business activities, finances, event planning, budget, and policies and procedures. The Coordinator provides essential communication and networking for the effective functioning of a program and represents the training programs on behalf of the Graduate Medical Education (GME) Office, the School of Medicine, the University of Colorado Denver, and the University of Colorado.

Key Responsibilities:

Training Program Coordination (75%)

Specific duties and responsibilities of the Coordinator may include, but, are not limited to:

• Manages the annual trainee recruitment process including organizing prospective trainee information and scheduling interview days. Coordinates faculty interviewers, space, meals, and transportation for prospective trainees. Gathers and assembles interview results, and prepares for the resident match process, including coordinating a faculty ranking session and ultimate submission of Match list to the on-line system.
• Manages schedules and evaluations for medical students rotating with the program.
• Coordinates all required electronic recordkeeping including ERAS (recruitment), Qgenda & Amion (schedules), MedHub (evaluation), and Concur (reimbursement).
• Schedules resident didactics and maintains attendance records.
• Manages hard copy and electronic files of trainees who enter or leave the program and responds to all requests for confirmation of training or letters of reference.
• Prepares reports for the Department or others to satisfy needs, such as ACGME studies, program reviews, retreats, audits or other as requested.
• Manage and maintain the related education pages of the Department website.
• Develop and maintain Excel spreadsheets for reporting purposes.

Administrative Duties and Fiscal Management (20%)

All administrative and financial management activities are under the overall direction of the Business Manager who has responsibility for department funds, serves as the fund administrator and overall approving official. Within these parameters, the Coordinator:

• Manage provider clinical and leave scheduling using Qgenda and Aria.
• Manages all funds related to the training programs, whether those funds originate from hospital support of trainees and the training program, GME support, departmental support, grants and contracts, gift funds or other sources.
• Prepares budgets and controls/monitors revenue and expenditure activity for each source of funds.
• Utilizes standard University and department systems for accounting, data processing and other computer systems, as necessary, for financial management and statistical reporting. Utilizes multiple systems for purchasing, human resources, facilities management, daily operations and other business activities, and maintains expertise in these systems.
• Provide administrative and clerical support to the Program Directors and other faculty as needed. Including travel, reimbursements, and hospital credentialing.
• Event planning and coordination

Policy Coordination and Compliance (5%)
Administers pertinent State fiscal policies, University of Colorado rules and procedures, and State/Federal laws and standards applicable to the training programs or business management.

• Administers pertinent Graduate Medical Education policies, including rules and regulations promulgated by the national Residency Review Committee.
• Coordinates program and fiscal policies related to residency needs at all training site locations, including the University of Colorado Hospital (UCH), The Children's Hospital (TCH), the Denver Veteran's Administration Medical Center (VAMC), Denver Health Medical Center (DHMC) and others.
• Serves as a member of the Academic Council and The Resident Research Committee, and represents the programs on task forces and committees as requested by the Program Directors.
• Attends and may be the coordinator of related meetings and functions or other educational meetings including faculty meetings, M&Ms, or educational conferences or courses.

Knowledge, Skills, and Abilities

• Must have excellent organizational skills with ability to plan and coordinate trainee needs and activities, establish work priorities and provide follow through to ensure completion of activities, both individually and assisting others with work tasks.
• Knowledge of, or ability to, become fully competent in computer programs essential to the training programs, including the Microsoft Suite (Word, Excel, Access, PowerPoint, Outlook), the Electronic Residency Application System (ERAS), National Residency Matching Program (NRMP) OnCall (Amion, Qgenda) scheduling tools and MedHub. Software used will continue to change, so adaptability to new electronic programs and tools is essential.
• Ability to understand and apply regulatory requirements at the program level.
• Ability to communicate effectively with administrative personnel, physicians and other program personnel, trainees/prospective trainees, staff and other constituents, in written communications and oral presentations. Interpersonal skills working with residents and others in an environment of high volume and stress.

Work Location:

Hybrid - this role is eligible for a hybrid schedule of #3 days per week on campus and as needed for in-person meetings.

Why Join Us:

The Department of Radiation Oncology's mission is to provide the highest quality care to patients with all types of cancers and certain benign tumors. The department aims to achieve excellence in professionalism and performance of our services. We seek to create a climate that fosters innovation and allows patients access to the newest cutting edge treatments. The Department is integrated within the award-winning, nationally celebrated University of Colorado Hospital, within the larger University of Colorado Health system. The University of Colorado Cancer Center is a National Cancer Institute-designated Comprehensive Cancer Center.

Why work for the University?

We have AMAZING benefits and offer exceptional amounts of holiday, vacation and sick leave! The University of Colorado offers an excellent benefits package including:

• Medical: Multiple plan options
• Dental: Multiple plan options
• Additional Insurance: Disability, Life, Vision
• Retirement 401(a) Plan: Employer contributes 10% of your gross pay
• Paid Time Off: Accruals over the year
• Vacation Days: 22/year (maximum accrual 352 hours)
• Sick Days: 15/year (unlimited maximum accrual)
• Holiday Days: 10/year
• Tuition Benefit: Employees have access to this benefit on all CU campuses
• ECO Pass: Reduced rate RTD Bus and light rail service

There are many additional perks & programs with the CU Advantage.

Qualifications:

Minimum Qualifications:

Academic Services Entry Professional

• Bachelor's degree in education, business, public administration, health care, educational technology, accounting, finance, or a similar field from an accredited institution. Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor's degree on a year for year basis.

Academic Services Intermediate Professional

• Bachelor's degree in education, business, public administration, health care, educational technology, accounting, finance, or a similar field from an accredited institution. Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor's degree on a year for year basis.
• 1 year experience working within graduate medical education or similarly related field.

Academic Services Senior Professional

• Bachelor's degree in education, business, public administration, health care, educational technology, accounting, finance, or a similar field from an accredited institution.

• Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor's degree on a year for year basis.

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  • 2 years experience working within graduate medical education or similarly related field.
  
  
  
  

Preferred Qualifications:

• At least 1 year of ACGME residency coordinator experience

Knowledge, Skills, and Abilities:

• Must have excellent organizational skills with ability to plan and coordinate trainee needs and activities, establish work priorities and provide follow through to ensure completion of activities, both individually and assisting others with work tasks.
• Knowledge of, or ability to, become fully competent in computer programs essential to the training programs, including the Microsoft Suite (Word, Excel, Access, PowerPoint, Outlook), the Electronic Residency Application System (ERAS), National Residency Matching Program (NRMP) OnCall (Amion, Qgenda) scheduling tools and MedHub. Software used will continue to change, so adaptability to new electronic programs and tools is essential.
• Ability to understand and apply regulatory requirements at the program level.
• Ability to communicate effectively with administrative personnel, physicians and other program personnel, trainees/prospective trainees, staff and other constituents, in written communications and oral presentations. Interpersonal skills working with residents and others in an environment of high volume and stress.

How to Apply:

For full consideration, please submit the following document(s):

1. A letter of interest describing relevant job experiences as they relate to listed job qualifications and interest in the position is recommended but not required.

2. Curriculum vitae / Resume (required)

3. Three to five professional references, including name, address, phone number (mobile number if appropriate), and email address

Questions should be directed to: Mandy Whitton, mandy.whitton@cuanschutz.edu

Screening of Applications Begins:

Screening begins on June 10, 2025 and continues until the position is filled. For best consideration, apply by June 10, 2025.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as HIRING RANGE

• Entry Professional - $41,396 to $52,656
• Intermediate Professional - $45,049 to $57,302
• Senior Professional - $48,701 to $61,948

The above salary range (or hiring range) represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. This position may be eligible for overtime compensation, depending on the level.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.

Total Compensation Calculator

Equal Employment Opportunity Statement:

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

ADA Statement:

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@cuanschutz.edu.

Background Check Statement:

The University of Colorado Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Vaccination Statement:

CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine preventable diseases. If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety sensitive job duties, you must enroll in the occupational health medical surveillance program.