Neurosurgery - Academic Clinical Program Management Associate

University of Iowa•Iowa City, IA

About The Position

The University of Iowa Health Care Department of Neurosurgery is looking to hire an Academic Clinical Program Management Associate. The Academic Clinical Program Management Associate provides administrative support to the Directors of the Department of Neurosurgery’s residency training program, as well as coordinating training activities for faculty, residents and fellows, and tracking institutional and regulatory requirements (e.g., accreditation standards of the ACGME, etc.). The Associate is responsible for ensuring smooth management and functioning of the day-to-day operations of the Neurosurgery residency and subspecialty fellowship programs in addition to supporting the general needs of the Department of Neurosurgery in varying administrative capacities. This position will also provide daily administrative, clinical, and operational support to both faculty and staff. The Associate must demonstrate initiative, resourcefulness, and problem-solving skills while organizing and independently prioritizing work, establishing procedures and systems, and ensuring orderly and timely workflow. Additionally, this position both participates in budget review/financial processes and acts for and makes decisions in the Program Director’s absence within prescribed limits of authority.

Requirements

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

Nice To Haves

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.

Responsibilities

Coordinates activities related to the recruitment of new residents.
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.).
Participates in the development of recruitment materials and the scheduling of events.
Assists in identifying qualified candidates for entrance to the residency and subspecialty fellowship programs.
Schedules interviews, including organizing interview days, for identified candidates.
Organizes visits for prospective candidates and assists in developing itineraries.
Creates and communicates/distributes orientation schedule for new residents and fellows.
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.
Coordinates 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.
Assists as needed with resident and fellows’ attendance logging, call schedules, orientations, meetings, evaluations, and administering exams.
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 an annual program report(s).
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.
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.
Submits all materials for “match” list to national office.
Monitors and 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
Monitors compliance with GME, ACGME, RRC and ABPN requirements
Monitors expenditures of program events (e.g., retreats, banquets, education lunches, grand rounds, and other program specific speaking engagements, etc.).