Academic Coordinator - Department of Surgery
About The Position
The Academic Coordinator for the Department of Surgery provides comprehensive administrative, operational, and strategic support for the department’s academic mission, supporting the Divisions of General Surgery and Plastic Surgery. The role manages faculty academic processes, supports educational and research activities, ensures compliance with institutional and accreditation standards, and serves as a liaison among faculty, trainees, and institutional academic offices. The coordinator partners with departmental leadership and helps foster a collaborative, inclusive, and high-performing academic environment. Responsibilities span faculty appointments and reviews, academic planning, accreditation documentation, faculty onboarding and development, educational program coordination, CME administration, research and scholarly support, departmental communications, data and compliance management, and planning academic events and special projects. The role also supports belonging initiatives and is expected to handle sensitive information in accordance with applicable policies and the minimum-necessary standard.
Requirements
- Bachelor’s degree or an equivalent combination of education and experience.
- Experience in academic administration, healthcare administration, or a related field.
- Strong organizational, communication, and project management skills.
- Ability to manage confidential information with professionalism and discretion.
- Proficiency with Microsoft Office and academic or administrative databases.
Nice To Haves
- Experience in an academic medical center or surgical department.
- Familiarity with faculty appointment and promotion processes, accreditation requirements, or CME administration.
- Experience supporting research administration or IRB processes.
- Ability to work effectively with diverse faculty, trainees, and institutional stakeholders.
Responsibilities
- Manage faculty appointments, reappointments, promotions, and tenure dossiers.
- Coordinate annual faculty reviews, CV updates, and academic productivity tracking.
- Support the Chair and Division Chiefs with academic planning, workload distribution, and monitoring scholarly output.
- Maintain accreditation-related documentation for departmental and surgical education programs.
- Coordinate onboarding of new faculty, including credentialing, orientation, and integration into departmental academic expectations.
- Track faculty teaching, research, and service activities for alignment with institutional guidelines.
- Assist with faculty development programming, workshops, and mentorship initiatives.
- Oversee scheduling, logistics, and compliance for Grand Rounds, Morbidity & Mortality conferences, journal clubs, and visiting professorships.
- Support residency and fellowship leadership with academic scheduling, evaluations, and rotation documentation.
- Manage CME accreditation processes for departmental educational activities.
- Coordinate departmental research meetings, seed grant processes, and abstract and manuscript submissions.
- Maintain databases for publications, presentations, and funded projects.
- Assist faculty and trainees with IRB submissions, deadlines, and compliance tracking.
- Develop and maintain academic calendars, departmental newsletters, and internal communications.
- Prepare briefing materials, reports, and presentations for the Chair and executive committees.
- Serve as liaison between the department and institutional academic offices.
- Coordinate data collection, reporting, and follow-up actions for quality improvement initiatives.
- Maintain compliance with institutional, state, and national academic standards and assist with internal and external reviews.
- Plan and execute faculty retreats, award ceremonies, recruitment visits, and other academic events.
- Manage special projects assigned by the Chair, including strategic academic initiatives and cross-department collaborations.
- Coordinate departmental belonging initiatives, track engagement, and support inclusive academic practices.
- Model professionalism and foster a supportive environment for faculty, trainees, and staff.
- Protect sensitive information by following need-to-know and minimum-necessary access and disclosure standards.
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What This Job Offers
Job Type
Full-time
