Program Coordinator - Surgery Residency Program

The Academic Clinical Program Management Associate functions as a support person to the Department Chairman and the Educational Program Director. This individual will work in collaboration with the College of Medicine and the Department of Surgery to facilitate educational programing and support the educational curriculum and requirements of the Surgery residents. The goal of this position is to provide educational and management expertise and overall coordination for the Department of Surgery Residency program. This role provides administrative, managerial, counseling and teaching support to the Residency Program covering multiple divisions within the Department of Surgery. This position supports the corporate mission, vision, and values of the surgical Residency Program.

• Utilizes the ERAS Program Directors Workstation by creating various identified filters, tracking applicant status, etc.
• Assists in screening and evaluating all qualified applicants.
• Communicates with potential applicants via ERAS Program Directors Workstation and Outlook email.
• Organizes with the Educational Coordinator all recruitment events including faculty/resident participation, venue arrangements, meal selection, and preparing materials for all participants.
• Develops an initial rank list based upon interview comments and assists in the development/completion of the final rank list.
• Provides general assistance to residents including licensing and certification, assisting in the application process to professional associations.
• Verify that resident credentials and licenses are kept current.
• Maintains records of resident training, including but not limited to ACLS, ATLS, and ATOM course completion; FLS certification; systems-based project completion; and research completed.
• Schedules, complies required documentation, and attends semi-annual review meetings, taking notes as needed.
• Tracks annual resident vacation/conference requests.
• Handles complex personnel and operating details as assigned.
• Responsible for submitting the registration/fees for the ABSITE; coordinating the location and computer system verifications; and assisting in the proctoring of the exam as needed.
• Create and post monthly Surgery Assignments PDFs on the department intranet.
• Assists the Administrative Chief Resident in the review of call schedules and maintenance of the resident call schedules within the UIHC Web On-Call system.
• Corresponds with newly matched residents.
• Complies list of matched residents and contact information in order to provide to faculty and residents.
• Coordinates the inbounding process which entails providing administrative support and monitoring of the completion of required GME materials and Iowa Board of Medicine license application.
• Develops orientation schedules for residents including personnel, space, supplies and equipment, and all other necessary matters.
• Develop required accounts for each newly matched resident (ACGME Op Report, email/Outlook accounts, etc.).
• Annual Update/Surveys:
  • Coordination of the ACGME Annual Update.
  • Completion of ABS and Iowa Board of Medicine Annual Reports.
  • Sets up site surveys and visits when programs are being evaluated by residency accrediting agency.
• Provides confidential administrative services for the Program Director and various members of the staff of the General Surgery Residency Program.
• Coordinates end-of-year chief resident graduation, which includes date selection, venue selection, meal selection, as well as guest list and RSVPs/meal selections.
• Attends Residency Education Committee meetings, taking minutes.
• Assists in the coordination and attends the faculty review of residents and program sessions, taking notes.
• Works closely with the GME office; attends monthly Program Coordinator meetings sponsored by the GME office.
• Coordinates with Educational Administrator the completion of required GME internal reviews.
• Develops and maintains resident progression lists, which focuses on residents entering the lab and fellowships.
• Order and Sets up (food, sign in sheets, etc.) for resident educational conferences.
• Assists in the completion of credentialing and verification for former residents.
• Uploads and maintains the resident rotation schedule.
• Enters the monthly resident call schedules.
• Completes personnel forms to hire, promote and terminate residents.
• Completes the submission of resident vacation, conference attendance, and interviews.
• Monitors duty hours routinely for completion and violations.
• Assists in the development of automated evaluations and certain changes as needed.
• Assists with the generation of evaluation reports for faculty, residents and rotations.

Department Summary: The UI Department of Surgery is committed to saving lives and improving our patient’s quality of life through excellent surgical techniques and extraordinary patient care. Our surgeons and medical professionals address a wide variety of complex medical issues, from matching donors with recipients in the Organ Transplant Center to providing continuous care for both adult and pediatric trauma victims in the state's only designated Level I Trauma Center and certified regional Burn Treatment Center.

Percent of Time: 100%

Schedule: Monday through Friday, 8:00 am - 5:00 pm

Location: Hybrid

This position is eligible for hybrid work within Iowa and will require a work arrangement form to be completed upon the start of your employment. Per policy, work arrangements will be reviewed annually, and must comply with the remote work program related policiesand employee travel policy when working at a remote location.

Pay Grade: 3APay Structure A.

Benefits Highlights:

• Regular salaried position located in Iowa City, Iowa.
• Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans. For more information on benefits, please visit: UIHC Benefits.
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