Residency/Fellowship Coordinator - Surgery General

About the role

The Residency/Fellowship Program Coordinator works in collaboration with and provides administrative support to the Program Director, Program Administrator, Associate Program Directors, Chief Residents, and other program leadership as well as the GME Office to ensure compliance with all ACGME and Institutional policies and regulations. The program coordinator is an instrumental member of the program leadership team, essential for maintaining the accreditation status. The position is responsible for a wide range of administrative responsibilities including recruitment, compliance, onboarding, offboarding, educational support, event planning, and scheduling. The role is essential in training program operations and serves as a primary resource for learners, faculty, and administrative staff.

Responsibilities

Accreditation

• Plan and prepare the annual Program Evaluation and Clinical Competency Committees meetings, including scheduling, material distribution, reporting and tracking of action items, recording attendance, and taking minutes.
• Ensure required reports are submitted to the GME and ACGME by the required deadlines.
• Review annual web ads and update program information prior to the program director, collecting and updating faculty and trainee information and ensuring all recommended changes are incorporated by the deadline.
• Submit requested accreditation-related data to the GME, ACGME, or institution as requested.
• Ensure that any program changes requiring GMEC approval are documented and submitted to the GME office.

Recruitment

• Coordinate recruitment activities for the program.
• Work with the program director to update and prepare information for interested applicants.
• Review and distribute information regarding applicants.
• Arrange all interview day logistics, including confirming acceptance of appointments for both interviewees and interviewers.
• Distribute interview day packets to both groups, post surveys, and follow-up information.
• Organize materials and meetings necessary for ranking and matching residents.
• Work with the program director to update NRMP match information (or equivalent system) and enter rank list.

Onboarding

• Communicate with incoming residents on important dates and events regarding their new appointment.
• Oversee all activities for incoming residents each year, including licensing, certifications, purchasing of needed equipment, and arrangement of workspace.
• Work with the GME office and matched residents/fellows to ensure timely submission of all documents including agreements.
• Organize the “in-program” schedule and welcome events to align with GME orientation.

Schedules/Rotations

• Create the annual and/or clinic rotation schedule in partnership with the program director and/or Chief Residents.
• Obtain approval by the GMEC for any rotation changes regarding duration, location, or educational rationale.
• Work with the program director and other residency/fellowship coordinators to develop rotation schedules for residents that meet curriculum requirements of the RRC and ACGME.

Evaluations

• Manage active evaluations through regular review for compliance and accuracy of the evaluation tool in accordance with ACGME requirements.
• Coordinate evaluation review and delivery process for residents and teaching faculty.
• Assist with scheduling semi-annual evaluations and preparation of necessary paperwork; send calendar appointments and reminders; prepare forms/reports for program advisors; file necessary forms in resident training files.
• Prepare aggregate faculty evaluations by trainees and distribute the evaluations to the program leadership as needed.

Conferences

• Assist with daily conference administration and logistics, including ordering/setup of food, setting up conference sign-in/EEDs machine, assisting speakers with AV needs, loading presentations, and setting up I-Clickers (audience response system).
• Assist with weekly Grand Rounds administration, including email correspondence to speakers/coordinators for all appropriate paperwork; attending all Grand Round Conferences to help sign in students, residents, fellows, faculty, and guests; handing out evaluations; setting up EEDs machine and I-Clickers; posting meeting notices on bulletin boards.

Compliance/Testing

• Ensure accurate leave times are recorded in MedHub and Workday along with any necessary paperwork required.
• Support the preparation and administering of In-Training exams and Board Prep exams.
• Administer operating details of educational programs.
• Handle correspondence from agencies requesting verification of residency/fellowship; provide the Dean's office with resident/fellowship information; compile data; maintain and regulate access to resident/fellow’s files.
• Support the program director in the management of the program budget, including processing reimbursements, travel, purchasing, and repair/maintenance requests.
• Acquire either notary or University seal when required.
• Process archival of dated resident training files (catalog electronic file, prepare for offsite storage) and maintain resident training files.
• File appropriate documents and ensure that the PLAs are updated, signed, and stored in program’s information files.

Reports and Presentations

• Work with the Chair, program director, and other residency/fellowship coordinators to prepare reports and complete surveys about the residency program requested from the University.
• Assist in the preparation of documents for RRC.

Graduating/Alumni

• Plan graduation activities with the program director and coordinate the logistics of events with the planning team (gifts, food, speakers, location, guests, etc.).
• Ensure graduating trainees complete task list transition items, including forwarding information.
• Complete documents for former residents/fellows; submit forms for certificates, verifications from hospitals and insurance companies; answer surveys and questionnaires regarding former residents.
• Conduct alumni surveys as needed and engage alumni in program events and information as appropriate.

Other Duties

• Manage faculty information and data as needed.
• Website and social media management and updates.
• Event planning for the program as needed (resident social events, welcome events, research, and speaker events).
• Plan GME and Coordinator Council Training events and meetings as required.
• Complete visiting trainee requests and documentation.

Required Qualifications

• Four (4) years of relevant work experience. Education may be substituted for experience on a year-for-year basis.

Preferred Qualifications

• Five (5) years of experience in an academic setting.
• Knowledge of medical terminology and residency programs.
• Experience in ERAS, ACGME, MedHub, C-TAGME, Workday, and Qgenda.

Skills

• Communication
• Computer skills
• Interpersonal skills
• Organization
• Multi-tasking
• Time management
• Attention to detail

Benefits

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick leave, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available.

Pay

The pay range for this position is $28.20 – $38.35 per hour. A reasonable estimate for the starting pay will be the minimum to midpoint of the posted range, taking into account education, experience, training, qualifications, and funding.