Training Program Coordinator

Training Program Coordinator

University of Colorado Anschutz Medical Campus

Department: Department of Surgery

Job Title: Training Program Coordinator

Position #: 00817415 - Requisition #:39705

Job Summary:

The Department of Surgery, Office of Education Training Program Coordinator (1.0 FTE), hereinafter referred to as the coordinator, under direction from the Office of Education Manager, is primarily responsible for coordinating the General Surgery Residency, its trainees including rotating residents and medical student education. Coordination encompasses the recruitment processes, curriculum, schedules, business activities, finances, budget, and policies and procedures. The coordinator provides essential communication and networking for the effective functioning of a surgical training program. The coordinator represents the training programs on behalf of the Graduate Medical Education (GME) Office, the School of Medicine, and the University of Colorado. An employee in this position can be terminated at any time without notice, and severance pay may not be provided.

Key Responsibilities:

Duties and Responsibilities =75%

Specific duties and responsibilities of the Coordinator may include, but are not limited to, the following:

• Trainee Recruitment: Coordinates all aspects of the annual trainee recruitment process. Develops and maintains up-to-date informational brochures on the program, in hard copy and on-line versions, as appropriate. Monitors application process and completes candidate summaries. Fields prospective trainee information requests primarily by email and phone. Establishes interview days for candidates. Coordinates faculty interviewers, space, meals, transportation and, in some cases, housing and other needs for prospective trainees. Gathers and assembles interview results, and prepares for the Match process, including coordinating a faculty ranking session and ultimate submission of Match list to the on-line system.
• Trainee Data and Recordkeeping: Coordinates all required electronic recordkeeping that serve as the data processes for the Trainee. Manages ERAS, the on-line applicant recruitment tool, used as the mandatory "match" mechanism. Manages OnCall (Amion & Qgenda), the system required by the University of Colorado Hospital for physician on-call scheduling. Manages MedHub, the software required by the GME office for resident reporting.
• Manages hard copy and electronic files of trainees who enter or leave the program, and responds to all requests for confirmation of training or letters of reference.
• Prepares reports for the Divisions or others to satisfy needs, such as ACGME studies, program reviews, retreats, audits or other, as requested.
• Manage and maintain the related education pages of the Surgery website in addition to program materials (Excel tracking tools, PowerPoint presentations, Etc.)
• Provide administrative and operational support to the Director of Education and faculty

Fiscal Management =10%

All financial management activities are under the overall direction of the Director of Education as well as the specific Division Managers, who have overall responsibility for division funds, serves as the fund administrator and overall approving official. Within these parameters, the Coordinator:

• Manages all financial aspects of training programs, including preparation, administration, and ongoing monitoring of budgets; oversight of revenues and expenditures; and responsibility of multiple funding sources such as hospital support, GME funding, departmental funds, grants, contracts, and gift funds.
• Utilizes and maintains expertise in university and departmental administrative systems to support financial management and program operations, including accounting, data processing, purchasing, human resources, facilities management, and statistical reporting across multiple platforms.

Policy Coordination and Compliance =15%

• Administers pertinent State fiscal policies, UCDSOM rules and procedures, and State/Federal laws and standards applicable to the training programs or business management.
• Administers pertinent Graduate Medical Education policies, including rules and regulations promulgated by the national Accreditation Council for Graduate Medical Education Review Committee.
• Coordinates program and fiscal policies related to program needs at related training site locations, including the University of Colorado Hospital (UCH), Children's Hospital Colorado (CHCO), the Denver Veteran's Administration Medical Center (VAMC), Denver Health Medical Center (DHMC), Presbyterian St. Luke's Medical Center (PSL), and others.
• Serves as a member of the Academic Council and The Research Committee, and represents the programs on task forces and committees as requested by the Director of Education and the Program Directors.
• Attends and may be the coordinator of related meetings and functions or other educational meetings for the related Divisions, including faculty meetings, M&Ms, or educational conferences or courses.

Work Location:

Hybrid - this role is eligible for a hybrid schedule of 3 days per week on campus and as needed for in-person meetings.

Why Join Us:

The Department of Surgery is driven to improve every life with our commitment to innovative surgical care, curing through discovery, enlightening tomorrow's leaders, and daring to be exceptional. Our focus on patient care, education, and research will lead to innovative discoveries and promote quality care and safety for our patients.

The Office of Education and its training program coordinators are responsible for administratively managing their programs which directly impacts the experience of our trainees throughout their training as well as their future as a surgeon. This role will allow you to continuously learn and grow, not only through your work but through training and development opportunities provided by the department and the university. Finally, the Office of Education fosters a collaborative and team-oriented atmosphere. This results in a supportive workplace culture, where our staff help each other, they exchange ideas, work on initiatives together, and collectively address challenges that may arise.

Qualifications:

Minimum Qualifications:

This is an open rank position and could be categorized as Entry, Intermediate, or Senior Level based on experience and qualifications as indicated below:

Entry Level:

• A bachelor's degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution.

Intermediate Level:

• A bachelor's degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution.
• One (1) year of professional-level experience in an administrative role

Senior Level:

• A bachelor's degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution.
• Two (2) years of professional-level experience in an administrative role

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• 2+ years of progressive experience in graduate medical education, academic services, healthcare services, higher education, or related field.
• Demonstrated experience leading complex academic or student-facing operations.
• Knowledge of medical student information systems (MedHub, Amion, ResQ, Firefly, WebAds, ERAS)

Knowledge, Skills and Abilities:

• Ability to communicate effectively, both in writing and orally.
• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
• Outstanding customer service skills.
• Demonstrated ability to foster a respectful and professional environment and collaborate effectively across diverse teams.
• Organizational skills with ability to plan and organize trainee needs and activities, establish work priorities and provide follow-through to ensure completion of activities, both individually and assisting others with work tasks.
• Knowledge of, or ability to, become fully competent in computer programs essential to the training programs, including the Microsoft Suite (Word, Excel, Access, PowerPoint, Outlook), the Electronic Residency Application System (ERAS), National Residency Matching Program (NRMP), on call (QGenda/Amion) scheduling tools and MedHub. Software used will continue to change, so adaptability to new electronic programs and tools is essential.
• Ability to develop and manage budgets, and carry out fiscal responsibilities of the position.
• Ability to understand and apply regulatory requirements at the program level.
• Ability to communicate effectively with administrative personnel, physicians and other program personnel, trainees/prospective trainees, staff and other constituents, in written communications and oral presentations. Interpersonal skills working with trainees and others in an environment of high volume and stress.