Academic Clinical Program Management Associate - Department of Surgery

University of Iowa•Iowa City, IA

6d•Onsite

About The Position

This position provides educational and administrative support to the Department of Surgery Chair, Program Director, Academic Clinical Program Management Specialist, faculty, fellows, residents, students, and other educational staff. It serves as a liaison among trainees, departments, attending physicians, administration, and outside institutions, and supports the surgical residency program’s organizational mission, vision, and values. The role coordinates and supports residency and fellowship operations, including recruitment, applicant review, onboarding, orientation, schedules, records, compliance, evaluations, accreditation updates, meetings, examinations, continuing medical education, budgets, and financial transactions. It also provides confidential administrative services to Program Directors and other department staff. The position is a regular salaried role at 100% time (40 hours per week) on the UI Main Campus in Iowa City, Iowa.

Requirements

Bachelor’s degree or an equivalent combination of education and experience.
Six months to one year of administrative experience.
Excellent written and verbal communication skills and the ability to manage small- and large-group interactions.
Proficiency in computer software applications.
Ability to manage educational or instructional programs, including research projects, extracurricular activities, and academic planning.
Knowledge of academic standards and curricular policies and the ability to coordinate and support academic activities.
Ability to help incoming students become familiar with facilities, policies, services, and expectations.

Nice To Haves

Administrative experience in health care.
Previous experience coordinating a training or educational program.
Time-management and organizational skills, including the ability to prioritize and accurately complete tasks.
Experience in a health care environment and familiarity with medical terminology.
Knowledge of University of Iowa policies, procedures, IT services, and standards.

Responsibilities

Use the ERAS Program Directors Workstation to create filters, track applicants, assist with screening and evaluation, and communicate with potential applicants through ERAS, email, Thalamus, and other channels.
Organize recruitment events with the Educational Coordinator, including participant arrangements, venues, meals, and materials.
Develop an initial rank list from interview comments and assist with completing the final rank list.
Assist fellows with licensing, certification, and professional association applications; verify credentials and licenses and maintain trainee compliance.
Maintain resident training records, including course completion, systems-based projects, and research.
Schedule and attend semi-annual reviews, Clinical Competency Committee meetings, Program Evaluation Committee meetings, and other education meetings; compile documentation and take notes as needed.
Track fellow vacation and conference requests.
Handle complex personnel and operating details as assigned.
Submit registration and fees for in-service exams, coordinate exam locations and computer verification, and assist with proctoring as needed.
Assist the Administrative Chief Resident with reviewing and maintaining call schedules in UI Health Care On-Call and QGenda.
Correspond with newly matched residents and compile matched-resident lists and contact information for faculty and residents.
Coordinate resident onboarding, including administrative support, required GME materials, and Iowa Board of Medicine license applications.
Develop fellow orientation schedules and arrange personnel, space, supplies, equipment, and other needs.
Develop required accounts for newly matched residents, including ACGME Op Report and email/Outlook accounts.
Monitor annual updates from SSO, ASTS, Fellowship Council, and ABA, and coordinate updates with Program Directors to maintain compliance.
Coordinate the ACGME Annual Update and complete ABS and Iowa Board of Medicine annual reports and surveys.
Arrange site surveys and visits for programs evaluated by fellowship accrediting agencies.
Oversee CME requirements to ensure education meetings maintain CME eligibility.
Provide confidential administrative services for Program Directors and members of the General Surgery department staff.
Coordinate end-of-year graduations, including dates, venues, meals, guest lists, and RSVPs or meal selections.
Attend Residency Education Committee meetings and act as liaison for the Program Director when absent.
Work with the GME office, attend monthly Program Coordinator meetings, and coordinate required GME internal reviews with the Educational Administrator.
Assist with credentialing and verification for former residents and provide backup for Surgical Audit conference.
Collaborate with Program Directors to establish annual program budgets and prepare and submit education-event budgets.
Oversee financial transactions for residency and fellowship training programs, including travel, purchases, and testing licenses.
Upload and maintain resident rotation schedules and enter monthly fellow call schedules.
Complete personnel forms to hire, promote, and terminate fellows; submit resident vacation, conference attendance, and interview information.
Routinely monitor duty hours for completion and violations.
Assist in developing automated evaluations and making certain changes; generate evaluation reports for faculty, residents, and rotations.
Support academic planning and activities, including course arrangements, academic standards and curricular policies, educational programs, and student orientation and success.