Academic Coordinator - Department of Surgery

The Academic Coordinator for the Department of Surgery provides comprehensive administrative, operational, and strategic support for the department’s academic mission. This role manages faculty academic processes, supports educational and research activities, ensures compliance with institutional and accreditation standards, and serves as a key liaison between faculty, trainees, and institutional academic offices.

Academic Program Administration

• Manage the full lifecycle of faculty appointments, reappointments, promotions, and tenure dossiers.
• Cook up annual faculty reviews, CV updates, and academic productivity tracking.
• Coordinate with the Chair and Division Chiefs for academic planning, workload distribution, and scholarly output monitoring.
• Maintain accreditation-related documentation for departmental and surgical education programs.

Faculty Affairs & Support

• Serve as the primary administrative partner for onboarding new faculty, including credentialing coordination, orientation, and integration into departmental academic expectations.
• Track faculty teaching, research, and service activities to ensure alignment with institutional guidelines.
• Aid in faculty development programming, workshops, and mentorship initiatives.

Education & Training Coordination

• Oversee scheduling, logistics, and compliance for Grand Rounds, Morbidity & Mortality conferences, journal clubs, and visiting professorships.
• Support residency and fellowship program leadership with academic scheduling, evaluations, and rotation documentation.
• Manage CME accreditation processes for departmental educational activities.

Research & Scholarly Support

• Coordinate departmental research meetings, seed grant processes, and abstract and manuscript submissions.
• Maintain databases for publications, presentations, and funded projects.
• Aid faculty and trainees with IRB submissions, deadlines, and compliance tracking.

Departmental Operations & Communication

• Develop and maintain academic calendars, departmental newsletters, and internal communications.
• Prepare briefing materials, reports, and presentations for the Chair and executive committees.
• Serve as liaison between the department and institutional academic offices.

Quality, Compliance & Data Management

• Support quality improvement initiatives by coordinating data collection, reporting, and follow-up actions.
• Maintain compliance with institutional, state, and national academic standards.
• Aid in preparation for internal and external reviews.

Event & Project Management

• Plan and execute academic events such as faculty retreats, award ceremonies, and recruitment visits.
• Manage special projects assigned by the Chair, including strategic academic initiatives and cross-department collaborations.

Culture, Belonging & Professionalism

• Support departmental belonging initiatives by coordinating programs, tracking engagement, and supporting inclusive academic practices.
• Serve as a trusted administrative partner who models professionalism and fosters a supportive environment for faculty, trainees, and staff.

Qualifications:

• Required: Bachelor’s degree or equivalent combination of education and experience.
• Experience in academic administration, healthcare administration, or a related field.
• Strong organizational, communication, and project management skills.
• Demonstrated ability to manage confidential information with professionalism and discretion.
• Proficiency with Microsoft Office and academic or administrative databases.

Preferred: Experience in an academic medical center or surgical department.