Program Manager, Family Medicine Residency & Advanced Practice

Thundermist's Mission: To improve the health of our patients and communities by delivering exceptional health care, removing barriers to that care, and advancing healthy lifestyles.

Job Description

Job Title: Program Manager, Family Medicine Residency & Advanced Practice Fellowship Programs

Reports to: Program Director, Family Medicine Physician Residency (with dotted-line coordination with Fellowship Directors)

Department: Administration

FLSA Status: Exempt

Job Grade: 10

Version Date: January 2026

General Responsibilities:

The Program Coordinator provides comprehensive operational, administrative, and programmatic support for the accredited Family Medicine Physician Residency Program (70% effort) and the Advanced Practice Nurse Practitioner Fellowship Programs (30% effort), including the Family Nurse Practitioner (FNP) Fellowship and Psychiatric Nurse Practitioner Fellowship .

This role is central to ensuring regulatory compliance, educational coordination, recruitment, onboarding, evaluation, scheduling, and day-to-day functioning of multiple training programs across disciplines. The Program Coordinator works closely with program leadership, faculty, fellows, residents, institutional partners, and external stakeholders to ensure high-quality educational experiences and smooth program operations.

Qualifications:

Required Qualifications

Bachelor's degree and/or significant experience coordinating educational or training programs (preferably in Graduate Medical Education, Advanced Practice Education, or healthcare training programs).

Demonstrated organizational and administrative skills in a complex, deadline-driven environment.

Preferred Qualifications

Experience supporting ACGME-accredited residency programs.

Experience coordinating Nurse Practitioner, Physician Assistant, or behavioral health training programs.

Familiarity with ERAS, NRMP Match, New Innovations, MedHub, or similar educational management systems.

Candidates who meet most but not all preferred qualifications are encouraged to apply.

Significant Job Functions:

Family Medicine Residency Program Responsibilities (70% Effort)

Provide administrative and operational support to the Program Director, faculty, Designated Institutional Official (DIO), residents, and supervisors.

Support compliance with ACGME Sponsoring Institution and Family Medicine specialty-specific requirements.

Coordinate resident rotations with hospital and community partners, including tracking affiliation agreements and schedules.

Maintain resident and faculty databases, files, licensure, credentialing, and onboarding documentation.

Coordinate resident didactics, conferences, and required educational activities in alignment with ACGME requirements.

Manage resident evaluation processes, including evaluations of residents, faculty, rotations, and the overall program.

Maintain ERAS during recruitment season and coordinate all NRMP Match activities.

Communicate with matched residents regarding onboarding, credentialing, orientation, and training requirements.

Coordinate resident orientation, eCW training, shadowing experiences, and ongoing scheduling needs.

Assist with preparation for ACGME site visits, internal reviews, and Sponsoring Institution oversight activities.

Support GMEC-related documentation, reports, and data requests as needed.

Maintain and update the residency program website and educational materials.

Schedule and facilitate meetings for program leadership, faculty, residents, and committees.

Plan graduation, recruitment events, and other residency-related activities.

Advanced Practice Nurse Practitioner Fellowship Program Responsibilities (30% Effort)

Provide administrative and operational support to the Program Directors, preceptors, fellows, and supervisors.

Coordinate fellow rotations with community partners, internal and external, including tracking affiliation agreements and schedules.

Maintain fellow databases, files, licensure, credentialing, and onboarding documentation.

Coordinate fellowship didactics and required educational activities in alignment with the Consortium requirements for accreditation.

Manage fellowship evaluation processes, including evaluations of fellows, preceptors, rotations, didactics, and the overall program.

Coordinate fellow orientation, eCW training, shadowing experiences, and ongoing scheduling needs.

Assist with preparation for Consortium site visits, internal reviews, and reaccreditation activities.

Coordinate and schedule preceptors for all precepted clinics

Schedule and facilitate monthly steering committee meetings, weekly debriefing meetings, additional meetings for program leadership, preceptors, fellows, and committees.

Maintain and update the fellowship program website, SharePoint, and educational materials.

Support Consortium-related documentation, reports, and data requests as needed.

Plan graduation, recruitment events, and other fellow-related activities.

Cross-Program & Institutional Responsibilities

Ensure alignment and coordination across residency and fellowship programs where appropriate.

Support compliance with institutional, HR, credentialing, and payer requirements related to trainees.

Communicate policy and procedural updates to residents and fellows.

Provide immediate administrative support related to trainee concerns and escalation to program leadership when appropriate.

Collaborate with HR, credentialing, IT, and clinical operations to ensure seamless trainee experiences.

Prepare reports, tracking tools, and dashboards to support program oversight and leadership decision-making.

Perform other duties as assigned in support of educational programs.

Physical Effort/ Environment:

Moderate physical activity including walking, standing, stooping, and occasional lifting.

Potential exposure to bloodborne pathogens, respiratory diseases (e.g., TB), and other infectious agents.

Frequent use of computer and keyboard.

Work Schedule Demands:

Full-time position (40 hours per week), Monday-Friday.

Occasional evenings, weekends, or travel may be required for recruitment events, orientation, or conferences.

Communication Skills:

Ability to maintain confidentiality and communicate professionally with trainees, faculty, staff, patients, families, and external partners.

Ability to prepare written communications and present information to small and large groups.

Confidentiality of Information:

Thundermist is committed to protecting the privacy and confidentiality of protected health information under HIPAA and sensitive organizational information. This role requires strict adherence to state and federal confidentiality guidelines.

ADA & EEOC Statement:

Thundermist is dedicated to building and maintaining a diverse and inclusive workforce. We are an equal opportunity employer and do not discriminate based on race, color, religion, gender, sexual orientation, gender identity, national origin, disability status, veteran status, or any other characteristic protected by law.

Thundermist provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.