Job Title: Coordinator Education

Location: Jersey City Medical Center

Department Name: Medical Education

Req #: 0000242847

Status: Salaried

Shift: Day

Pay Range: $63,277.00 - $79,097.00 per year

Pay Transparency:

The above reflects the anticipated annual salary range for this position if hired to work in New Jersey.

The compensation offered to the candidate selected for the position will depend on several factors, including the candidate's educational background, skills and professional experience.

Job Overview:

The Coordinator is responsible for the daily administrative, operational, and compliance functions of multiple academic programs. This role is critical to the efficient functioning of clinical, educational, research, and faculty activities. The Coordinator serves as a central liaison among faculty, trainees, hospital leadership, and external stakeholders, ensuring compliance with institutional, regulatory, and accreditation standards. This position requires a high level of professionalism, discretion, initiative, and the ability to work independently in a fast-paced academic medical environment. The Coordinator plays a key role in fostering a supportive educational culture and ensuring the continuous quality improvement of academic program.

Qualifications:

Required:

• Master’s Degree required
• Minimum 3-4 years experience in medical education, residency coordination, academic healthcare setting, or graduate medical education required,
• Prior involvement with ERAS, NRMP, and GME policies is highly desirable
• Strong knowledge of ACGME requirements, GME operations, and residency program workflows
• Excellent organizational, time-management, and multitasking abilities
• Outstanding interpersonal skills with ability to work harmoniously with residents, faculty, and leadership
• High proficiency in Microsoft Office, GME software (New Innovations), virtual meeting platforms, and data management systems
• Ability to handle confidential information with discretion and comply with HIPAA and institutional policies
• Strong critical thinking, problem-solving, and decision-making skills in complex situations
• Ability to work independently with minimal supervision and manage competing deadlines

Scheduling Requirements:

• Shift/Day- 9:00am-5:00pm
• Monday-Friday

Essential Functions:

• Oversee all day-to-day administrative activities of academic programs, ensuring smooth functioning of a complex academic training environment
• Serve as the primary point of contact for medical students, residents, applicants, faculty, departmental leadership and outside agencies
• Maintain and update the residency program manual, rotation goals and objectives, policies, curriculum materials, and onboarding documents annually
• Coordinate and manage educational conferences, didactics, journal clubs, simulation sessions, workshops, morbidity & mortality (M&M) meetings, and faculty development sessions
• Prepare annual program calendars, block schedules, call schedules, and rotation assignments in collaboration with academic faculty
• Organize program-related meetings, record minutes, distribute agendas, and follow up on action items
• Manage secure storage and dissemination of confidential educational and personnel records
• Maintain comprehensive understanding of ACGME Program Requirements, Institutional Requirements, NAS, ACGME Milestones, and Case Log expectations for residents
• Ensure full compliance with accreditation standards through meticulous documentation, monitoring, tracking, and reporting of program metrics
• Coordinate the annual ACGME update, Faculty and Resident Surveys, and Milestones reporting
• Prepare and maintain records for accreditation site visits, internal reviews, and annual program evaluations (APE)
• Develop and maintain accreditation-ready files, including program policies, competency assessments, curriculum documentation, scholarly activity tracking, and conference logs
• Collaborate with hospital GME Office to implement institutional policies, duty hour monitoring, program letters of agreement (PLAs), and graduate medical education committee requirements,
• Lead all aspects of residency recruitment, including ERAS management, applicant communication, screening logistics, interview scheduling, faculty coordination, rank list preparation, and Match Day activities
• Design and implement interview schedules, virtual interview platforms, candidate itineraries, and digital recruitment materials,
• Ensure compliance with all NRMP guidelines and match rules
• Coordinate resident onboarding: credentialing, occupational health, HR processing, security access, badges, EMR training, and clinical orientation
• Oversee the transition from medical school to residency, including relocation support, welcome events, hospital orientation, and assimilation into the JCMC environment
• Resident Support, Advising & Wellness Coordination
• Serve as a confidential and supportive resource for residents regarding administrative questions, scheduling concerns, evaluations, and professional development
• Promote resident wellness by coordinating wellness days, social events, retreats, counseling resources, and work-life balance initiatives
• Track resident progress and alert the Program Behavioral observations
• Manage resident leave requests, vacation schedules, parental leave, sick time, and ensure coverage meets ACGME and hospital guidelines
• Maintain comprehensive tracking of resident evaluations, faculty evaluations, rotation evaluations, procedure logs, and 360-degree assessments using software
• Support curriculum development, revision, and implementation across all four years of residency
• Coordinate OSCEs, skills labs, board review sessions, and exam preparation activities,
• Monitor exam scores, case logs, milestone performance, and procedural competency progression
• Collect data for program quality improvement initiatives, scholarly activity reporting, and resident remediation plans
• Manage program finances: educational budget, recruiting costs, conference funding, reimbursements, and event planning expenses,
• Process resident and faculty reimbursements, travel requests, conference registrations, and purchase orders in accordance with JCMC finance policies
• Oversee program supply inventories, educational materials, simulation equipment, and office needs
• Coordinate day-to-day administrative operations for Medical Education and/or assigned divisions or programs
• Manage departmental calendars, meetings, conferences, and events, including preparation of agendas, minutes, and follow-up action items
• Maintain accurate departmental records, databases, and documentation in accordance with hospital policies
• Support onboarding and offboarding of faculty, fellows, residents, and staff, including credentialing and access coordination
• Communication, Liaison & Relationship Management
• Act as the central communication hub for residents, faculty, hospital departments, and external partners
• Ensure timely dissemination of information regarding schedules, policy updates, educational requirements, and clinical changes
• Coordinate with medical students, clerkship coordinators, and academic affairs to integrate rotations and teaching efforts

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits and Perks:

At RWJBarnabas Health, our employees are at the heart of everything we do. Driven by our Total Wellbeing promise, our market-competitive offerings include comprehensive benefits and resources to support our employees’ physical, emotional, financial, personal, career, and community wellbeing.

These benefits and resources include, but are not limited to:

• Paid Time Off including Vacation, Holidays, and Sick Time
• Retirement Plans
• Medical and Prescription Drug Insurance
• Dental and Vision Insurance
• Disability and Life Insurance
• Paid Parental Leave
• Tuition Reimbursement
• Student Loan Planning Support
• Flexible Spending Accounts
• Wellness Programs
• Voluntary Benefits (e.g., Pet Insurance)
• Community and Volunteer Opportunities
• Discounts Through our Partners such as NJ Devils, NJ PAC, and Verizon ….and more!

Choosing RWJBarnabas Health!

RWJBarnabas Health is the premier health care destination providing patient-centered, high-quality academic medicine in a compassionate and equitable manner, while delivering a best-in-class work experience to every member of the team. We honor and appreciate the privilege of creating and sustaining healthier communities, one person and one community at a time. As the leading academic health system in New Jersey, we advance innovative strategies in high-quality patient care, education, and research to address both the clinical and social determinants of health.

RWJBarnabas Health aims to truly make a unique impact in local communities throughout New Jersey. From vastly improving the health of local residents to creating educational and career opportunities, this combination greatly benefits the state. We understand the growing and evolving needs of residents in New Jersey—whether that be enhancing the coordination for treating complex health conditions or improving community health through local programs and education.