Associate Program Administrator Jobs in Chicago, IL

Compensation: $55,478.02 - $70,000.00 based on skills and experience.

Position Summary

The Program Administrator (PA) reports to the Program Director and is responsible for the day-to-day administration of the residency program. Acting as the primary administrative liaison, the PA coordinates among the Program Director, training site personnel, faculty, residents, institutional offices, and external agencies, including the Accreditation Council for Graduate Medical Education (ACGME), Electronic Residency Application Service (ERAS), National Resident Matching Program (NRMP), Illinois Department of Professional Regulation (IDPR), and Education Commission for Foreign Medical Graduates (ECFMG).

Under the supervision of the Program Director, the PA ensures the smooth operation of the residency program by managing accreditation compliance, recruitment and onboarding, resident education and evaluations, scheduling, and event coordination. The PA supports the structured educational program for residents while maintaining regulatory compliance and promoting resident wellness.

Our generous benefits package includes medical, dental, and vision plans; paid parental leave; short term and long-term disability plans; life insurance; flexible spending accounts; and a 403(b)-retirement plan which includes an 8% employer contribution after 2 years of service. RFUMS is committed to employee wellbeing and work-life balance. Full time staff are eligible for 3 weeks of vacation/ personal leave, 15 sick days, and 9 paid holidays, paid winter break, plus two floating holidays.

Who We Are

Rosalind Franklin University of Medicine and Science (RFU) is a graduate health sciences university committed to serving the population through the interprofessional education of health and biomedical professionals and the discovery of knowledge dedicated to improving wellness. The university embodies the spirit of inquiry and excellence modeled by its namesake Dr. Rosalind Franklin, whose Photo 51 was crucial to solving the structure of DNA.

Today, the university’s 6 colleges continue Dr Franklin’s legacy through rigorous academics, pioneering research, and innovative community service. Our unique interprofessional education model allows students to learn from and with each other in a variety of settings, including our simulation labs, the student-led Interprofessional Community Clinic, and through partnerships with area hospitals and clinics. RFU is a national leader in interprofessional research and practices, and is nationally recognized for its research in areas including neuroscience, brain-related diseases, inherited disorders, proteomics, cancer cell biology and immunology, cardiac resuscitation, and gait and balance.

Essential Duties & Responsibilities

Administrative Liaison & Program Support

• Serve as central administrative support for the Program Director, Associate/Assistant Program Directors, Chief Residents, faculty, and residents.

• Act as liaison among the residency program, institutional offices, training sites, and external organizations.

• Provide guidance to residents, faculty, and staff on non-clinical program policies and procedures.

Accreditation & Compliance

• Ensure compliance with accreditation standards and program requirements.

• Maintain resident records, evaluations, licensure, certifications, and credentialing files.

• Prepare and update Program Letters of Agreement, institutional affiliation agreements, and policy manuals.

• Support accreditation site visits, annual program evaluations, and other regulatory reporting.

Recruitment & Onboarding

• Collaborate with the Program Director to establish recruitment policies and plans.

• Manage application systems (e.g., ERAS), prescreen applications, coordinate interviews, and compile candidate data.

• Assist with NRMP registration, ranking, and submission processes.

• Facilitate onboarding, orientation, and credentialing for new residents, including licensure and site rotations.

Resident Evaluation & Academic Support

• Manage resident, faculty, and program evaluations.

• Coordinate program committees (e.g., Clinical Competency Committee, Program Evaluation Committee).

• Track resident attendance, leave, certifications, training licenses, and other compliance requirements.

Scheduling & Program Operations

• Distribute annual rotation and didactic schedules.

• Facilitate educational sessions, grand rounds, and other program activities.

• Maintain program-specific digital resources (e.g., program website or portal).

• Assist with budget management for program events and educational activities.

Events & Special Projects

• Plan and execute program events, including retreats, graduation ceremonies, wellness events, and poster sessions.

• Coordinate award nominations, certificates, and invoicing for events.

Other Duties

• Perform additional tasks as assigned.

Conditions of Employment

• Must achieve satisfactory results from a background check

Required Education & Experience

• Associate degree required (Bachelor’s degree preferred)

• Minimum of three years of administrative or business experience, preferably in an academic or medical education setting

Required Knowledge, Skills & Abilities

• Proficiency in Microsoft Office Suite and database systems

• Strong written, verbal, and interpersonal communication skills

• Excellent organizational, planning, and analytical abilities

• Ability to manage multiple priorities with accuracy and attention to detail

• Skilled in drafting correspondence, editing, and proofreading

• Ability to exercise sound judgment, discretion, and independent decision-making

• Strong customer service orientation and professionalism

• Familiarity with budgeting processes and office management practices

• Capacity to work effectively with diverse populations and maintain confidentiality

Preferred Qualifications

• Bachelor’s degree

• Experience in graduate medical education or academic administration

• Working knowledge of:

  • ACGME accreditation standards and ADS system

  • ABPN preCERT and milestone competencies

  • NRMP R3 system

  • ERAS, MyEvaluations, ECFMG, and IDPR systems
    

Typical Physical Demands & Working Conditions
The selected candidate must have the mental and physical capacity to perform the essential functions of the position, with or without reasonable accommodations.

EOE, Including Disability / Vets