Residency/Fellowship Manager - Internal Medicine

Department:

SOM KC Internal Medicine - Education

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Medical Education

Position Title:

Residency/Fellowship Manager - Internal Medicine

Job Family Group:

Professional Staff

Job Description Summary:

The Residency/Fellowship Manager provides leadership and direction for sub-specialty and graduate studies programs. This role oversees the day-to-day operations, supervises program coordinators, and serves as a key liaison between faculty, trainees, and institutional and accrediting bodies. The manager ensures programs are well-organized, compliant with accreditation requirements, and effectively support the education and professional development of residents and fellows.

Job Description:

Job Duties

• Supervise and manage residency, fellowship, and graduate studies coordinators, including assigning tasks, setting deadlines, and providing performance feedback.
• Oversee daily operations of sub-specialty and graduate medical education (GME) programs.
• Manage office staff and workflow to ensure efficient operations.
• Maintain consistent office hours to provide accessible, timely support to coordinators in addressing urgent questions and operational needs.
• Administer the GME budget, including accounts payable, expense tracking, and financial reporting.
• Coordinate purchasing of office supplies and manage departmental resources.
• Facilitate billing processes, invoice payments, and travel reimbursements.
• Supervise and ensure credentialing and program data is correct and maintained in systems such as WEBADS, ABIM, QGenda, and MedHub.
• Ensure accurate and timely submission of required data and documentation to accrediting bodies, including ACGME and ABIM.
• Monitor compliance with accreditation requirements (ACGME, KU GME, ABA, and other governing bodies) to maintain program accreditation.
• Develop and maintain evaluation tools for residents and staff.
• Develop and ensure maintenance of resident and fellow schedule logistics
• Establish and promote standardized workflows and best practices across departments to enhance consistency, efficiency, and collaboration while respecting the distinct culture and operational needs of each program.
• Organize documentation and logistics for internal reviews and accreditation site visits.
• Support recruitment efforts, including applicant communication, interview coordination, and MATCH process administration.
• Assist with onboarding, orientation, and offboarding of residents and fellows, including credentialing and licensure.
• Monitor and maintain resident licensure and required certifications (e.g., BLS, ACLS, PALS).
• Provide administrative support for new program development and during staffing gaps.
• Assist with coordination of external rotations and related documentation.
• Maintain and report data across multiple systems to support program operations.
• Provide guidance to fellowship coordinators on accredited and non-accredited programs.

Program Administration and Oversight

• Oversee the preparation and coordination of annual Program Evaluation and Clinical Competency Committee meetings, including required documentation, reporting, attendance, and follow-up of action items.
• Ensure program changes requiring GMEC approval are appropriately documented, coordinated, and submitted to the GME Office.
• Oversee development and maintenance of annual and clinical rotation schedules to ensure alignment with curriculum requirements and ACGME/RRC standards.
• Oversee the resident and fellow evaluation process to ensure evaluations are accurate, timely, complete, and compliant with accreditation requirements.
• Oversee the coordination of conferences, Grand Rounds, educational activities, and required examinations.
• Ensure accurate maintenance of resident and fellow leave, training records, credentialing documentation, and required program files.
• Ensure Program Letters of Agreement (PLAs) are current, appropriately executed, and maintained in program files.
• Monitor preparation and submission of RRC, GME, institutional, accreditation, and other required reports and surveys.
• Oversee graduation and trainee completion processes, including required documentation, transition activities, and verification requests for former trainees.
• Oversee maintenance of faculty and program information, including website and program communications as appropriate.
• Oversee visiting trainee requests, documentation, and coordination.
• Coordinate and support GME and Coordinator Council training and professional development activities.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

Required Qualifications

Certifications: C-TAGME

Work Experience:

• Four years’ experience in education, healthcare or business administration. Relevant education may be substituted on a year-for-year basis.
• Four (4) years of GME experience.
• Experience in ERAS, MedHub, and Qgenda.

Preferred Qualifications

Education: Master’s degree in education, healthcare or business administration.

Work Experience:

• Six (6) years of GME experience.

Skills

• Communication.
• Computer skills.
• Interpersonal skills.
• Organization.
• Multi-tasking.
• Time management.
• Attention to detail.

Required Documents

• Resume
• Cover Letter

Comprehensive Benefits Package:

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available. https://www.kumc.edu/human-resources/benefits.html

Employee Type:

Regular

Time Type:

Full time

Rate Type:

Salary

Compensation Statement:

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above.

Pay Range:

$70,200.00 - $105,300.00

Minimum

$70,200.00

Midpoint

$87,700.00

Maximum

$105,300.00