Academic Clinical Program Management Associate - Department of Surgery

UIOWA•Iowa City, IA

5d•Onsite

About The Position

This position provides education support to the Department Chair and Program Director and serves as a program liaison to the Academic Clinical Program Management Specialist, faculty, fellows, residents, students, educational staff, trainees, departments, attending physicians, administration, and outside institutions. The role supports the mission, vision, and values of the surgical residency program and provides confidential administrative services to Program Directors and General Surgery department staff. The associate supports recruitment and onboarding; maintains trainee records, credentials, schedules, compliance, and evaluations; coordinates educational meetings, examinations, surveys, orientations, and graduation events; and manages program budgets and financial transactions. The position works closely with Program Directors, the Educational Coordinator and Administrator, the GME office, residents, and fellows to support residency and fellowship programs. This is a regular salaried position located on the UI Main Campus in Iowa City, Iowa. It is 100% time, or 40 hours per week, at Pay Grade 3A. The position requires a bachelor's degree or equivalent combination of education and experience and 6 months to 1 year of administrative experience. A resume/CV and cover letter are required. The position is not eligible for University sponsorship for employment authorization. Candidates must disclose conviction history and will undergo a criminal background check and credential/education verification; up to five professional references may be requested later in the recruitment process.

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.
Ability to manage interactions with small and large groups.
Proficiency in computer software applications.
Ability to prioritize and accurately complete tasks.
A resume/CV and cover letter are required with the application.
Not eligible for University sponsorship for employment authorization.
Successful candidates must self-disclose conviction history and undergo a criminal background check and credential/education verification.

Nice To Haves

Administrative experience in health care.
Previous experience coordinating a training or educational program.
Time management and organizational skills.
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 applicant status, and support applicant screening and evaluation.
Communicate with potential applicants through ERAS, email, Thalamus, and other channels.
Coordinate recruitment events with the Educational Coordinator, including participant involvement, venues, meals, and materials.
Develop an initial rank list from interview comments and assist with the final rank list.
Provide administrative support to fellows, including licensing, certification, and professional association applications.
Verify fellow credentials and licenses, maintain trainee compliance, and track resident training records and course, project, and research completion.
Schedule and attend semi-annual reviews, Clinical Competency Committee meetings, Program Evaluation Committee meetings, and other education meetings; prepare documentation and notes as needed.
Track annual fellow vacation and conference requests.
Submit in-service exam registrations and fees, coordinate exam location and computer system verification, and assist with proctoring as needed.
Assist the Administrative Chief Resident with reviewing and maintaining resident call schedules in UI Health Care On-Call and QGenda.
Correspond with newly matched residents and compile matched-resident contact information for faculty and residents.
Coordinate incoming resident onboarding, including monitoring completion of GME materials and Iowa Board of Medicine license applications.
Develop fellow orientation schedules and arrange required personnel, space, supplies, equipment, and other matters.
Develop required accounts for newly matched residents, including ACGME Op Report and email/Outlook accounts.
Monitor annual updates from accrediting agencies, coordinate updates with Program Directors, and support compliance.
Coordinate the ACGME Annual Update and complete ABS and Iowa Board of Medicine annual reports.
Arrange site surveys and visits for programs evaluated by fellowship accrediting agencies.
Oversee Continuing Medical Education requirements to ensure education meetings maintain CME eligibility.
Coordinate end-of-year graduations, including date and venue selection, meals, guest lists, RSVPs, and meal selections.
Attend Residency Education Committee meetings and act as Program Director liaison when the Program Director is 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 set 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 with developing automated evaluations and making changes, and generate evaluation reports for faculty, residents, and rotations.
Apply knowledge of academic planning, curricular policies, educational program management, student orientation, and business function responsibilities to support the clinical program.