Neurosurgery - Academic Clinical Program Management Associate

Position Responsibilities

• Recruit, Admit and Retain Prospective and Current Students for Programs, Major Departments or Colleges
• Serves as the departmental residency and subspecialty fellowship coordinator.
• Assists Residency Program Director as needed during recruitment events (e.g., recruitment fairs, Visiting Student Days, orientations, etc.).
• Organizes interviews, including organizing interview days, for identified candidates.
• Serves as liaison to residency participants prior to their first day at Ui Health Care.
• Counsels current and incoming residents and fellows on issues such as scheduling, specific rotation requirements, annual and sick leave, benefits, policy and procedures, survival skills, etc.
• Schedules all program events to include but not limited to retreats, banquets, educational lunches, meetings, conferences, CME, workshops, grand rounds, and other program specific speaking engagements.
• Submits course grades to MAUI.
• Affords daily administrative, clinical, and operational support to both faculty and staff.
• Enrollment Management
• Maintains data systems (MedHub, etc.) which will enable appropriate reporting for the departmental residency and fellowship training programs.
• Manages and maintains office systems and functions.
• Prepares monthly and annual program reports.
• Works in MAUI, ICON, Clerx, student evaluation systems.
• Acts as liaison with outside agencies, including off-site clinical rotation sites.
• Manages and coordinates program logistics.
• Reports program information to national agencies.
• Develops and maintains accurate program materials, including revising/editing departmental residency and fellowship program brochure and website.
• Prepares and distributes minutes for Resident Education Committee and Residency Director meetings.
• Academic Standards and Curricular Policies
• Implements policies and procedures and manages daily operational activities and special program activities.
• Recommends revisions to policies and procedures.
• Facilitates and tracks activities related to trainees’ successful completion of the programs and preparation for Board Exam.
• Schedules resident and fellow rotations.
• Arranges extracurricular activities, such as professional educational and/or training events that will advance residence in the training program.
• Documents ongoing resident training and completion of training.
• Schedules evaluations of all residents and fellows.
• Maintains confidential files for residents and fellows.
• Schedules all materials for “match” list to national office.
• Maintains compliance with accrediting and regulatory agencies’ (e.g., GME, ACGME, RRC and ABPN, etc.) requirements.
• Assists in the preparation of the ACGME accreditation review.
• Monitor students’ required encounters and assists them in implementing plans to meet requirements of the program.
• Proactively proposes program changes to the program director and implements approved suggestions.
• Responds to all inquiries regarding the residency and fellowship programs.
• Completes necessary paperwork for Graduate Medical Education office (contract and licensure information).
• Provides the necessary paperwork for the Outreach/Consortium offices.
• Maintains the ACGME Residency Program Information Form and Accreditation Data System
• Completes annual ACGME and GME Residency Program surveys
• Maintains compliance with GME, ACGME, RRC and ABPN requirements
• Budget Oversight and Management
• Maintains and monitors expenditures of program events (e.g., retreats, banquets, education lunches, grand rounds, and other program specific speaking engagements, etc.).

Education Requirements

• A bachelor’s degree or an equivalent combination of education and experience

Experience Requirements

• 6 months’ related experience in program administration.
• Excellent written and verbal communication skills.
• Demonstrated proficiency in computer software applications (e.g., MS Word, Outlook, PowerPoint, Excel).
• Demonstrated ability working as a member of a team.

Desired Qualifications

• Experience working in an academic health care center, hospital, or other medical/clinic setting.
• Previous experience working with residency or fellowship training programs.
• Experience in creating original correspondence, editing, and proofreading internal and external communications.
• Excellent time management and organizational skills.
• Previous experience with an Electronic Medical Record system or with EPIC.
• Previous experience in developing materials for marketing.
• Previous experience in web page editing and development.
• Knowledge of University policies, procedures and regulations.