Clinical Education Coordinator

Job Summary

The Clinical Education Coordinator provides comprehensive administrative and operational support for assigned residency and/or fellowship programs within the Department of Surgery. This role ensures compliance with institutional (IUSM GME) and national accreditation and regulatory requirements while supporting program leadership, trainees, and departmental initiatives. The coordinator manages key program functions including recruitment, accreditation data management, trainee lifecycle processes, and program operations.

Department-Specific Responsibilities

• Coordinates all aspects of trainee recruitment.
• Schedules interviews and managing applicant communications.
• Organizes recruitment events and interview days.
• Prepares materials for faculty review and selection committees.
• Maintains program compliance with institutional and external accreditation and regulatory requirements.
• Manages MedHub and accreditation system data (e.g., ACGME WebADS and specialty-specific platforms).
• Tracks duty hours, case logs, and trainee compliance metrics.
• Prepares documentation for accreditation reviews, site visits, and audits.
• Coordinates with accrediting and governing bodies, including the Accreditation Council for Graduate Medical Education, American Board of Surgery, Thoracic Surgery Directors Association, and other specialty-specific boards and fellowship councils.
• Supports administrative processes related to trainees.
• Coordinates onboarding, appointments, and terminations in HR systems.
• Processes leave of absence (LOA) documentation.
• Assists with visa documentation (J-1, H-1B) in collaboration with GME.
• Serves as a point of contact for compliance-related requirements.
• Provides day-to-day operational support to assigned programs.
• Coordinates meetings (Clinical Competency Committee, Program Evaluation Committee).
• Prepares evaluation materials and semiannual review packets.
• Manages communication between program leadership and trainees.
• Supports program-specific initiatives and special projects.
• Supports broader departmental initiatives.
• Assists with visiting professor coordination and educational events.
• Contributes to departmental projects and shared administrative functions.
• Participates in process improvement and standardization efforts.
• Supports financial and logistical coordination for program activities.
• Coordinates trainee travel for conferences and presentations as needed.
• Processes reimbursements and financial documentation.
• Manages assigned trainee funds (e.g., meal cards, stipends).

General Responsibilities

• Provides administrative support to the department, such as managing calendars, answering phone calls, creating routine and confidential correspondence, drafting reports and presentations, and arranging meetings and conferences.
• Schedules rotations and clinic hours for members. May arrange extracurricular activities.
• Counsels current and incoming residents on administrative issues such as scheduling, rotation requirements, benefits, and leave.
• Coordinates activities related to recruitment, including events, screening, interviewing, reference checks, and orientation for candidates.
• Maintains ongoing documentation with respect to accuracy, confidentiality, and accessibility.
• Implements program improvement projects from initiation to execution.
• Offers recommendations to improve program administration and/or the overall quality of care.
• Participates in the planning and development of academic and clinical requirements to ensure that all accreditation standards are maintained.