Admin Associate III / Medical Education

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Job Summary

Under the supervision of the System Director, Medical Education Programs, the Medical Education Administrative Associate, this dual-role position is responsible for providing administrative and operational support to the Medical Education Department (50%) and serving as the Assistant Program Coordinator for the Internal Medicine Residency Program (50%). The role performs complex, multi-dimensional administrative duties requiring initiative, organization, problem-solving and judgment within established processes and guidelines. Responsibilities include coordinating departmental and residency program activities, supporting leadership initiatives, managing multiple priorities, and fostering effective communication and workflow processes to meet the operational needs and strategic objectives of both the Medical Education Department and the Internal Medicine Residency Program.

Classification & Growth Statement

This position is classified as Administrative Associate III. Progression to Administrative Associate IV may occur based on demonstrated expansion of scope, sustained high performance, increased autonomy, leadership in complex initiatives, and organizational need.

Responsibilities:

Medical Education Department Operations

1. Executive and Administrative Support – 15%

·        Provide high-level administrative support to the Medical Education leadership team, including managing calendars, coordinating meetings and events, preparing agendas and minutes, arranging travel, processing reimbursements, and maintaining departmental records.

·        Prepare, edit, and distribute correspondence, reports, presentations, and other communications on behalf of department leadership.

2. Operational Coordination and Project Management – 15%

·        Support departmental initiatives, special projects, and time-sensitive assignments by coordinating activities, gathering information, tracking progress, and supporting timely completion of deliverables.

·        Prioritize tasks, address routine issues within established guidelines, and facilitate efficient departmental operations.

3. Data Management, Reporting, and Process Improvement – 10%

·        Develop and maintain databases, spreadsheets, reports, forms, logs, and tracking systems.

·        Compile, analyze, and report departmental data and performance measures.

·        Identify opportunities to streamline processes, improve workflows, and recommend enhancements to support operational effectiveness.

4. Communication, Compliance, and Confidential Information Management – 10%

·        Serve as a liaison between the Medical Education Department and internal/external stakeholders.

·        Maintain confidential information and participate in activities involving sensitive personnel, financial, accreditation, or operational matters.

·        Ensure departmental records and documentation are maintained in accordance with organizational, regulatory, and accreditation requirements.

Internal Medicine Residency Program Assistant Program Coordinator

5. Residency Program Administration and Trainee Support – 20%

·        Provide administrative support for the Internal Medicine Residency Program (1 Program Director, 2 Associate Program Directors), including maintaining trainee records, schedules, program documentation, and accreditation-related materials.

·        Collaborate closely with the Program Coordinator, who maintains primary responsibility for the residency program, in the administration of the Internal Medicine Residency Program. Provide administrative coordination and support for designated program operations, resident support, communications, scheduling, recruitment activities, accreditation-related functions, and special projects to support continuity and efficient program operations.

·        Partner with the Program Coordinator to prioritize workload, coordinate initiatives, provide coverage during periods of increased operational demand, and support the successful achievement of program goals and objectives.

·        Serve as a resource for residents, faculty, and program leadership regarding program processes and requirements.

6. Accreditation, Compliance, and Data Management – 10%

·        Assist with maintaining compliance with ACGME, institutional, and regulatory requirements.

·        Collect, maintain, and track program data, evaluations, reports, and documentation required for accreditation activities, reviews, and annual program requirements.

7. Meeting, Event, and Educational Activity Coordination – 10%

·        Coordinate residency program meetings, conferences, orientation activities, recruitment events, and educational programs.

·        Prepare agendas, meeting materials, minutes, communications, and schedules to support program operations.

8. Communication, Project Support, and Program Operations – 10%

·        Facilitate communication between residents, faculty, program leadership, Medical Education, and external stakeholders.

·        Assist with special projects, recruitment activities, onboarding processes, and other operational functions necessary to support the goals and objectives of the Internal Medicine Residency Program.

·        Respond to inquiries, resolve routine issues within established guidelines, and coordinate program-related activities.

Education

·        High school diploma or equivalency required. Associate’s degree preferred.

Experience

·        Minimum 3 years relevant work experience in a healthcare or academic setting. Five (5) years relevant experience in a healthcare or academic setting.

Language Skills

·        English.

Knowledge, Skills and Ability Requirements 

·        Excellent verbal, written, and interpersonal communication skills with the ability to effectively interact with residents, fellows, faculty, leadership, staff, and external stakeholders.

·        Demonstrated customer service orientation and the ability to build and maintain positive working relationships while providing responsive support in a fast-paced environment.

·        Ability to work independently and collaboratively as a member of a team, exercising sound judgment, discretion, initiative, and professionalism.

·        High degree of confidentiality and ability to appropriately handle sensitive information, documents, and communications.

·        Strong organizational, planning, analytical, and problem-solving skills, with the ability to prioritize competing demands, meet deadlines, and manage multiple projects simultaneously.

·        Ability to exercise independent and discretionary judgment in coordinating administrative processes, responding to inquiries, and identifying solutions to operational challenges.

·        Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams), Adobe Acrobat Pro, Office 365 applications, shared calendars and mailboxes, electronic document management systems, and videoconferencing technology. Advanced spreadsheet, database, and reporting skills preferred.

·        Demonstrated ability to learn and effectively utilize new software, databases, and technology platforms. Experience with graduate medical education and administrative systems (e.g., MedHub, MedHub, Clinician Nexus, ERAS, NRMP, Thalamus, Concur, SmartSheet or similar platforms) preferred.

·        Ability to coordinate meetings, events, educational activities, recruitment processes, projects, and workflow across multiple stakeholders and departments.

·        Knowledge of, or strong interest in, healthcare administration, medical education, graduate medical education (GME), accreditation standards, project management, and academic program operations.

·        Ability to maintain accurate records, prepare reports, analyze data, and support regulatory, accreditation, and organizational compliance requirements.

·        Experience supporting department leaders, physicians, faculty, program leadership, or senior management in a healthcare, academic, or professional office setting preferred.

·        Demonstrated ability to adapt to changing priorities, manage multiple responsibilities, and contribute to continuous improvement initiatives that enhance departmental and residency program operations.

Committed to nursing excellence, St. Vincent’s Medical Center in Bridgeport is a twice-designated Magnet hospital. With more than 3,200 employees, it includes a 473-bed teaching hospital, a 76-bed inpatient psychiatric facility and special needs services for adults and children.  St. Vincent's is also a Level 2 Trauma Center, certified by the American College of Surgeons, Committee on Trauma. Now part of Hartford HealthCare, it is the fastest growing hospital in the state providing more advanced surgical procedures and expanding access to care. A large provider group, comprised of the region’s foremost experts, provides convenient patient access from Stamford to Milford and nearly everywhere in between. Founded in 1903, St. Vincent’s remains steadfast in its mission to provide compassionate, personalized care to the community.

St. Vincent’s Medical Center is part of Hartford HealthCare, a system that includes 7 acute care hospitals, a comprehensive Behavioral Health Network, Home Care services, Senior Services, and an extensive Medical Group network. Hartford HealthCare’s unified culture enhances access, affordability, equity and excellence. Its care-delivery system of over 40,000 employees— in more than 500 locations, serving 185 towns across Connecticut offers unparalleled expertise-touching more than 23,000 lives every single day. Here you’ll learn, grow, and contribute to healing and health as part of one of Connecticut’s premier health systems. No matter where you work in the Hartford HealthCare system, you're connected to the team that's redefining care. Start here, where every moment matters.