Academic Coordinator

Hospital for Special Surgery•New York, NY

1d•$27 - $41

About The Position

How you move is why we’re here. ® Now more than ever. Get back to what you need and love to do. The possibilities are endless... Now more than ever, our guiding principles are helping us in our search for exceptional talent - candidates who align with our unique workplace culture and who want to maximize the abundant opportunities for growth and success. If this describes you then let’s talk! HSS is consistently among the top-ranked hospitals for orthopedics and rheumatology by U.S. News & World Report. As a recipient of the Magnet Award for Nursing Excellence, HSS was the first hospital in New York City to receive the distinguished designation. Whether you are early in your career or an expert in your field, you will find HSS an innovative, supportive and inclusive environment. Working with colleagues who love what they do and are deeply committed to our Mission, you too can be part of our transformation across the enterprise. Emp Status Regular Full time Work Shift Compensation Range The base pay scale for this position is $26.65 - $40.87. In addition, this position will be eligible for additional benefits consistent with the role. The salary of the finalist selected for this role will be determined based on various factors, including but not limited to: scope of role, level of experience, education, accomplishments, internal equity, budget, and subject to Fair Market Value evaluation. The hiring range listed is a good faith determination of potential compensation at the time of this job advertisement and may be modified in the future. What you will be doing Key Responsibilities Manage administrative aspects of residency and fellowship, including: Recruitment, application processing, scheduling and coordinating interviews, and submitting rank lists Coordinate onboarding and offboarding, including orientation, credentialing, and access setup. Serve as the primary contact for trainees, providing support, resources, and guidance throughout their training. Track trainee progress, maintain evaluations, oversee milestone completion, and prepare program reports. Develop and maintain trainee program policies, procedures, academic calendars, and onboarding materials. Manage vacation lists and coverage issues for trainees. Create and maintain trainee call schedules, rotation schedules, academic calendars, and ACC coverage assignments. Coordinate trainee schedules and assist with training program related meeting logistics. Coordinate with service line administrative team regarding faculty schedules to maximize faculty participation in trainee program related events. Coordinate accreditation and compliance: Prepare for ACGME reviews, internal evaluations, and site visits. Collect scholarly activity of the trainees (and faculty when needed for ACGME related reporting), maintain required program records, and prepare evaluation and outcomes reports. Facilitate completion and processing of trainee evaluations, case logs, and other required documents. Schedule and document trainee program-related meetings (i.e., Clinical Competency Committee, Program Evaluation Committee Meetings) Prepare and submit other program-specific accreditation(s) or renewals as needed Plan and execute academic and program-related events, including Grand Rounds, Journal Club, Distinguished Guest Lectures, alumni gatherings, orientations, welcome receptions, and graduation events. Coordinate academic visitors, including identifying a host, ensuring necessary clearance process, creating and coordinating visit itineraries, and providing clear and consistent communication with visitors and hosting physicians. Manage supplies, workspace needs, and daily operational requirements relevant to the training programs. Coordinate professional related travel logistics for fellows, including flights, accommodations, itineraries, etc. Submit and track reimbursements for trainees and program-related expenses. Manage and maintain various academic funds, grants, and service accounts that support residency and fellowship programs, in collaboration with program leadership. Prepare correspondence, meeting materials, documentation, and reports relative to the training programs as needed. Develop and maintain productive working relationships with fellows, faculty, hospital administration, and external partners. Represent the training programs at internal events and support outreach to partner institutions and academic collaborators. Coordinate and facilitate communication between trainees, mentors, and partner organizations.

Requirements

Bachelor’s degree and 3–4 years of professional experience required; experience with GME programs or ACGME-accredited environments preferred
Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) required; familiarity with EPIC or other academic/clinical systems preferred
The ideal candidate will be detail oriented, proactive, possess strong communication skills, the ability to manage multiple priorities in a fast-paced environment, collaborate with stakeholders at all levels, and learn new systems as needed

Responsibilities

Manage administrative aspects of residency and fellowship, including: Recruitment, application processing, scheduling and coordinating interviews, and submitting rank lists
Coordinate onboarding and offboarding, including orientation, credentialing, and access setup.
Serve as the primary contact for trainees, providing support, resources, and guidance throughout their training.
Track trainee progress, maintain evaluations, oversee milestone completion, and prepare program reports.
Develop and maintain trainee program policies, procedures, academic calendars, and onboarding materials.
Manage vacation lists and coverage issues for trainees.
Create and maintain trainee call schedules, rotation schedules, academic calendars, and ACC coverage assignments.
Coordinate trainee schedules and assist with training program related meeting logistics.
Coordinate with service line administrative team regarding faculty schedules to maximize faculty participation in trainee program related events.
Coordinate accreditation and compliance: Prepare for ACGME reviews, internal evaluations, and site visits.
Collect scholarly activity of the trainees (and faculty when needed for ACGME related reporting), maintain required program records, and prepare evaluation and outcomes reports.
Facilitate completion and processing of trainee evaluations, case logs, and other required documents.
Schedule and document trainee program-related meetings (i.e., Clinical Competency Committee, Program Evaluation Committee Meetings)
Prepare and submit other program-specific accreditation(s) or renewals as needed
Plan and execute academic and program-related events, including Grand Rounds, Journal Club, Distinguished Guest Lectures, alumni gatherings, orientations, welcome receptions, and graduation events.
Coordinate academic visitors, including identifying a host, ensuring necessary clearance process, creating and coordinating visit itineraries, and providing clear and consistent communication with visitors and hosting physicians.
Manage supplies, workspace needs, and daily operational requirements relevant to the training programs.
Coordinate professional related travel logistics for fellows, including flights, accommodations, itineraries, etc.
Submit and track reimbursements for trainees and program-related expenses.
Manage and maintain various academic funds, grants, and service accounts that support residency and fellowship programs, in collaboration with program leadership.
Prepare correspondence, meeting materials, documentation, and reports relative to the training programs as needed.
Develop and maintain productive working relationships with fellows, faculty, hospital administration, and external partners.
Represent the training programs at internal events and support outreach to partner institutions and academic collaborators.
Coordinate and facilitate communication between trainees, mentors, and partner organizations.