General Surgery Residency Coordinator

Overview

Reporting to the Manager of the Office of Education in the Department of Surgery, the General Surgery Residency Program Coordinator will support the General Surgery Residency program within the Department of Surgery. The Residency program includes 76 trainees, rotating at multiple hospitals. General Surgery Residency training is 5-7 years, with a research component.

This position is Hybrid (2-3 days onsite/week) with Overtime REQUIRED a few times out of the year. (Interview Season, Service Exams and Graduation).

Breadth and Scope of the Residency Program:

To manage, coordinate, and support all educational opportunities and programs in the department - cross coverage with other ACGME residencies. Leading the change in surgical education and working to develop the future leaders in academic surgery.

Responsibilities will include the following:

• Provide high level administrative support to the Program Director and Associate Program Directors for the general surgery residency.
• Serve as principal source of information to trainees, staff, and faculty on all residency related projects and activities.
• Work with various project management and spreadsheet software programs to maintain timelines and track resource allocation, performance metrics and other project related information.
• Communicate with all team members as necessary to monitor and ensure timely completion of deliverables.
• Monitor expenditures and reconcile financial statements to ensure compliance with budgetary parameters and guidelines.
• Compose substantive correspondence and written materials; assist with communication of project status and other information, as necessary.
• Determine logistical needs for meetings, including developing and assembling meeting materials, arranging meeting rooms, catering, and transportation, as necessary.
• Assist and support the Program Director with ACGME-conducted accreditation site visits for the Surgery Residency Program.
• Compile and submit reports to ACGME, American Board of Surgery, and other professional organizations as required.
• Coordinate residency recruitment, credentialing, onboarding, and offboarding.
• Website maintenance.
• Plan and coordinate residency graduation, chief graduations, and other residency events, as necessary.
• Provide administrative cross-coverage in the Office of Education as needed.
• Mandatory overtime for the following: in-service exams (weekend), Chief Graduation Dinner (evening), and interview season (extended workdays ~7 days between November and February).

Oversees the entire Residency process to ensure compliance and smooth operations. This includes, but is not limited to: preparation and maintenance of documents, forms and other relevant materials.

Checks and verifies accuracy of the data entered into the system. Tracks confidential performance evaluations (residents/faculty) through specified software programs (Med-Hub). Ensure accurate and complete information for GME office, FRIEDA, NRMP, ACGME, Web ADS, ABS, Med-Hub.

Plans, coordinates, and organizes surgical education related meetings/lectures in the Department University and YNHH employees as part of the ACGME requirements.

Performs data entry duties pertaining to trainee work hours and continuity of clinics. Monitors and tracks residents’ vacations and leave of absences in MedHub or other systems/programs as applicable. Notifies the Residency Director when duty hour violations occur.

Creates check requests and i-expense submittals for educational fund reimbursements. Monitors/distributes educational fund balances to Program Directors, Program Coordinators, and trainees. Monitors travel expense fund and conference attendance.

Tracks appointment and reappointment letters.

Ensures trainee compliance with ACGME established policies and procedures. Supports program directors in meeting regulatory requirements. Responds to all post-fellowship documentation verification requests from hospitals/academic institutions.

Provides administrative support in preparation for ACGME-conducted accreditation site visits for Residency Programs.

At times, may be asked to participate in YNHH meetings and directives and initiate change.

Maintains web-based ACGME accreditation surveys for the Residency Programs.

Compiles and submits reports to ACGME and other professional organizations as required.

Provides administrative support to program directors and associate program directors, including scheduling of meetings, preparation of agendas, recording and maintaining meeting minutes, development of reports.

Assists in administrating faculty and trainee development and recruitment of trainees.

Determines administrative, facility, and equipment needs for lectures, seminars, and conferences. Determines sources of data and maintains attendance records; compiles, synthesizes, and manipulates data. Summarizes findings and writes reports or portions of reports.

Coordinate yearly graduation event.

Performs any other duties as assigned.

Required Skills and Abilities

1. Demonstrated experience with advanced administrative skills in an administrative support position, including handling complicated schedules, calendars, expense processing, coordinating meetings, organizing events and all logistics associated with events and projects.
2. Strong analytical, organizational, oral, and written communication skills. Demonstrated ability drafting letters and other written materials. Ability to format, proofread, and edit various documents.
3. Advanced computer proficiency, specifically knowledge of Microsoft Office including Word, Excel, Outlook, SharePoint, and OneDrive. Ability to learn new IT systems, software programs, maintain databases, spreadsheets, and project management tools.
4. Excellent attendance record as attested by references. Superior interpersonal skills with ability to interact professionally with faculty, residents, students, and other coordinators and non-clinical staff and maintain confidentiality. Ability to possess a positive attitude and professionalism in person and via email and phone communication.
5. Attention to detail and ability to manage demands from multiple sources in a fast paced, high-volume environment. Ability to prioritize and multi-task without direction. Ability to shift priorities when directed. Ability to work both independently and collaboratively as necessary.

Preferred Skills and Abilities

1. Working knowledge of MedHub/Qgenda, Amion, and ACGME guidelines, ERAS and Thalamus and EPA.
2. Higher Education Experience: Prior experience working in an academic or medical environment, supporting faculty or research staff.
3. Adaptability and Initiative: Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting.
4. Demonstrated experience supporting Education training programs such as: (Residency, fellowship, clerkship, student affairs etc.) setting.

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.
4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.
5. Gets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material.
7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.