Ophthalmology Program Administrator

Position Summary:

Under the supervision of the Education Manager and in collaboration with the Residency Program Director and Department Leadership, the Ophthalmology Program Administrator serves primarily as the administrative lead for the Ophthalmology Residency Program, managing daily operations in accordance with ACGME Common and Specialty Requirements. The position also oversees administrative operations for the department's Fellowship and Undergraduate Medical Education programs.

As a key member of the education leadership team, the Ophthalmology Program Administrator provides operational leadership for accreditation, recruitment, educational programming, and resident/fellow lifecycle management. Exercising independent judgment to optimize processes and balance competing priorities, the role ensures ongoing program excellence and compliance with institutional, accreditation, and specialty board standards while serving as a trusted advisor and primary administrative liaison to medical students, residents, fellows, faculty, staff, department leadership, the UMN Graduate Medical Education Office, affiliated training sites, and external regulatory organizations.

This position is performed in a hybrid work environment, with a minimum of three days per week on campus. Some evening and weekend work is required to support educational programming (infrequent with ample notice).

Essential Duties:

75% - Residency Program Administrator

Program Administration, Accreditation & Compliance

• Lead day-to-day administrative operations of the Ophthalmology Residency Program, ensuring full compliance with ACGME, ABO, University, and departmental requirements.
• Manage annual accreditation activities and regulatory documentation, including ADS updates, self-study preparations, site visits, and continuous quality improvement initiatives.
• Direct Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC) operations, including evaluation management, milestone reporting, and meeting documentation.
• Maintain residency management systems, academic files, resident duty hour tracking, assessment data, and affiliated training site agreements.
• Serve as the primary administrative liaison between the University GME Office, ACGME, ABO, affiliated hospitals, and external regulatory organizations.

Resident Lifecycle & Educational Operations

• Manage administrative processes supporting residents through the entire training lifecycle, including onboarding, orientation, annual promotion, graduation, and offboarding.
• Oversee educational scheduling and daily operations, including curriculum calendars, educational events, leave tracking, call schedule and mandatory institutional training.
• Support resident welfare and administrative needs by assisting with HR processes, wellness resources, occupational injury reporting, and institutional policy guidance.

Recruitment & Selection

• Coordinate all administrative aspects of resident and fellow recruitment, overseeing the SF Match platform, application screening, interview scheduling, applicant communications, and ranking meetings.
• Partner with program leadership to execute recruitment marketing strategies and implement process improvements.

Faculty, Committee & Administrative Support

• Provide administrative support to education leadership, serving as the primary resource on policies and procedures for faculty, trainees, and staff.
• Direct meeting administration for departmental education committees (including the CCC and PEC), including agendas, meeting materials, minute-taking, and action-item tracking.
• Analyze program data, compile operational reports, and recommend administrative process improvements to support departmental decision-making.

15% - Undergraduate Medical Education (UME) Coordinator

• Point of Contact/Subject Matter Expert: Primary departmental liaison for medical students and UME staff. Attends meetings and stays current on policies, processes and duties.
• Course Administration: Manages elective operations with the UME Director, including curriculum updates, scheduling, evaluations, and grade reporting.
• Student Support: Coordinates student schedules, course expectations, and onboarding compliance.
• Event Support: Partners with the UME Director and Interest Group to assist with student outreach events.

10% - Fellowship Program Administrator

• Recruitment & Onboarding: Collect candidate applications, organize interview schedules, coordinate onboarding, and communicate program requirements and HR paperwork.
• Evaluations & Tracking: Distribute and ensure completion of fellow evaluations, faculty evaluations, and annual program reviews.
• Administrative Operations: Submit required documentation to the central GME office, track leave requests, and maintain core fellow personnel files.
• Graduation & Exit Processing: Finalize offboarding paperwork, verify completion of fellowship requirements, and coordinate graduation and completion certificates.

All required qualifications must be documented on application materials.

Required Qualifications:

• BA/BS with at least 2 years of experience or a combination of related education and work experience equal to six years.
• Previous work experience in graduate medical education, undergraduate medical education, or educational programming/teaching.
• Desire to learn the inner workings of graduate medical education at a Big-10 University.
• Demonstrated critical thinking skills with the ability to problem solve.
• Demonstrated ability to organize and present complex information to others.
• Demonstrated experience handling a wide range of administrative related tasks with a commitment to professionalism and confidentiality.
• Demonstrated ability to collaborate with a team
• Excellent verbal and written communication skills.
• Ability to problem-solve independently and provide input on process improvements.
• Demonstrated interpersonal skills and customer service experience.
• Must be self-motivated, self-guided, goal-oriented, and mindful of deadlines.
• Advanced proficiency in Microsoft Word, PowerPoint, Excel, Google applications, Video Conferencing (Zoom and/or Teams) and Adobe Acrobat, with the capability to learn new systems as needed.

Preferred Qualifications:

• Previous experience creating and managing complex schedules.
• Demonstrated experience working closely with physicians, surgeons, or other medical leaders.
• Experience using Residency Management Suite, SmartSheets, and San Francisco Match
• Has achieved TAGME certification
• Previous work experience in event planning
• Background in curriculum development or design

The Department of Ophthalmology and Visual Neurosciences and its success is built upon the innovation and drive of every member of our team, from faculty to administrators to technicians. Put simply, all of us are driven to provide the best eye care for our patients, discover new treatments, and educate the next generation of eye care professionals.

For more information please visit our website at https://med.umn.edu/Ophthalmology.

Pay Range: $34.62-$40.87 per hour, we anticipate most offers will be around the midpoint of this range, depending on education and experience.

Time Appointment: 100% Appointment (40 hours per week)

Position Type: Civil-Service

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, pharmacy and disability plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail jobcentr@umn.edu.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.