Academic Coordinator

Hospital for Special Surgery•New York, NY

2d•$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 Fellowship & Resident Program Support Coordinate onboarding and orientation for fellows, residents, visiting trainees, interns, and research volunteers, ensuring all onboarding, IT access, and operational requirements are met. Track compliance with departmental policies (attestations, EPIC training deadlines, QR attendance, etc.). Maintain Departmental academic calendar for Journal Clubs, Grand Rounds, the Anesthesia & Pain Research schedule, and other departmental education commitments. Track compliance with departmental educational requirements, distribute and collect evaluations, and generate end-of-rotation activity reports for fellows and residents. Support evaluations by generating end-of-rotation activity reports, distributing/collecting surveys, and monitoring completion rates. ACGME Accreditation & Compliance Support the Program Director with all ACGME requirements for the RAAPM Fellowship, including but not limited to: Maintaining accreditation documents, updating ADS, preparing site visit materials, and ensuring case logs, evaluations, and program policies remain current. Coordinating all fellowship onboarding steps with the GME Office (Workday, Credentialing, Occupational Health, EPIC access, and security requirements) while ensuring compliance with institutional policies and timelines. Tracking mandatory documentation for fellows, including licenses, certifications, ACLS/BLS, research training, attestations, and procedure logs, and ensure timely completion. Academic Programming & Events Assist with planning and executing department educational events, including Grand Rounds, Journal Clubs, Distinguished Visiting Professors, the Tri-Institutional Symposium, the Annual Health Care Immersion Program, and specialty workshops. Coordinate logistics for visiting faculty, including itineraries, slide collection, travel confirmations, and technology support. Prepare agendas, attendance records, and supporting materials, and assist with the creation of HSS meeting booklets for major national conferences (e.g., ASRA, ESRA, ASA). Digital Education & Content Management Upload, organize, and maintain educational content including presentations, videos, policies, testing materials departmental repositories. Support the development and distribution of online modules, mid-year and year-end exams, and learner tracking dashboards. Troubleshoot access issues and maintain version control and accurate content tagging. Data, Reporting & Documentation Compile internal and public data to support donor reports for the Pain Prevention Research Center & Development. Assist with preparation of accreditation documentation, annual program reports, and educational and research summaries. Maintain databases tracking educational activity and participation. Assist in preparing and maintaining academic program-specific budgets. Communication & Stakeholder Coordination Serve as a point of contact for faculty, trainees, hospital partners, and external programs. Draft and distribute polished communications, reminders, and program updates on behalf of the Director of Education and Director of Research. Coordinate with GME, HR/credentialing, OR scheduling, pharmacy, IT, and housing teams to ensure seamless onboarding and day-to-day workflow for learners. Administration & Faculty Academic Support Regularly update the Chief’s CV and assist faculty with CV updates for academic promotions, regulatory binders, and scholarly reporting. Track Conflicts of Interest (COIs) for faculty to ensure accurate disclosure in manuscripts, presentations, IRB protocols, and conference submissions. Manage requests for in-press publications, ensuring appropriate distribution to collaborating academics. Maintain records of departmental scholarly output, including abstracts, presentations, manuscripts, awards, teaching activities, and visiting professorships. Track all academic and research activities of fellows and residents to support program evaluation and annual reporting. Coordinate academic calendar/schedule for the dept (including the Anesthesia and Pain Research Schedule) Assist with academic booklet creation for national meeting presence (ie, ASRA, ESRA)

Requirements

Bachelor’s degree required
1–3 years of experience in education, academic administration, or research coordination (GME experience strongly preferred)
Strong writing, communication, and project-management skills
Ability to work a flexible schedule, including occasional early mornings, evenings, or weekend days for educational events
Highly dependable, detail-oriented, and proactive
Able to work independently and anticipate next steps
Professional, polished communication style
Comfortable in a dynamic, complex academic clinical environment

Responsibilities

Fellowship & Resident Program Support Coordinate onboarding and orientation for fellows, residents, visiting trainees, interns, and research volunteers, ensuring all onboarding, IT access, and operational requirements are met.
Track compliance with departmental policies (attestations, EPIC training deadlines, QR attendance, etc.).
Maintain Departmental academic calendar for Journal Clubs, Grand Rounds, the Anesthesia & Pain Research schedule, and other departmental education commitments.
Track compliance with departmental educational requirements, distribute and collect evaluations, and generate end-of-rotation activity reports for fellows and residents.
Support evaluations by generating end-of-rotation activity reports, distributing/collecting surveys, and monitoring completion rates.
ACGME Accreditation & Compliance Support the Program Director with all ACGME requirements for the RAAPM Fellowship, including but not limited to: Maintaining accreditation documents, updating ADS, preparing site visit materials, and ensuring case logs, evaluations, and program policies remain current.
Coordinating all fellowship onboarding steps with the GME Office (Workday, Credentialing, Occupational Health, EPIC access, and security requirements) while ensuring compliance with institutional policies and timelines.
Tracking mandatory documentation for fellows, including licenses, certifications, ACLS/BLS, research training, attestations, and procedure logs, and ensure timely completion.
Academic Programming & Events Assist with planning and executing department educational events, including Grand Rounds, Journal Clubs, Distinguished Visiting Professors, the Tri-Institutional Symposium, the Annual Health Care Immersion Program, and specialty workshops.
Coordinate logistics for visiting faculty, including itineraries, slide collection, travel confirmations, and technology support.
Prepare agendas, attendance records, and supporting materials, and assist with the creation of HSS meeting booklets for major national conferences (e.g., ASRA, ESRA, ASA).
Digital Education & Content Management Upload, organize, and maintain educational content including presentations, videos, policies, testing materials departmental repositories.
Support the development and distribution of online modules, mid-year and year-end exams, and learner tracking dashboards.
Troubleshoot access issues and maintain version control and accurate content tagging.
Data, Reporting & Documentation Compile internal and public data to support donor reports for the Pain Prevention Research Center & Development.
Assist with preparation of accreditation documentation, annual program reports, and educational and research summaries.
Maintain databases tracking educational activity and participation.
Assist in preparing and maintaining academic program-specific budgets.
Communication & Stakeholder Coordination Serve as a point of contact for faculty, trainees, hospital partners, and external programs.
Draft and distribute polished communications, reminders, and program updates on behalf of the Director of Education and Director of Research.
Coordinate with GME, HR/credentialing, OR scheduling, pharmacy, IT, and housing teams to ensure seamless onboarding and day-to-day workflow for learners.
Administration & Faculty Academic Support Regularly update the Chief’s CV and assist faculty with CV updates for academic promotions, regulatory binders, and scholarly reporting.
Track Conflicts of Interest (COIs) for faculty to ensure accurate disclosure in manuscripts, presentations, IRB protocols, and conference submissions.
Manage requests for in-press publications, ensuring appropriate distribution to collaborating academics.
Maintain records of departmental scholarly output, including abstracts, presentations, manuscripts, awards, teaching activities, and visiting professorships.
Track all academic and research activities of fellows and residents to support program evaluation and annual reporting.
Coordinate academic calendar/schedule for the dept (including the Anesthesia and Pain Research Schedule)
Assist with academic booklet creation for national meeting presence (ie, ASRA, ESRA)