Res/Fellowship Program Crd II - Dept. of Surgery

Dept. of Surgery • Gainesville, FL

8d • Onsite

About The Position

This position supports the Program Director, Assistant Director of Education, and the Assistant Program Director in the management and direction of all surgery education programs within the Department. It is responsible for the overall management and administration of the Thoracic and Cardiovascular and Vascular Residencies and Fellowship Programs, Medical Student Courses, Education and Assessment Responsibilities for the Department of Surgery. The role leads the preparation for ACGME requirements for the residency program and assists the Program Director and Associate Program Director in their efforts to meet these goals. This includes maintaining accurate academic records, monitoring resident progress, developing educational materials, and improving the use of information technology for educational purposes. The position also coordinates resident/fellow/clinical rotation schedules, educational conferences, and manages supplies for housestaff and students. Additionally, it prepares documentation for graduating residents, coordinates ACGME required meetings, and manages two non-ACGME programs and the Global Health rotation. The role involves technical management of programs, including recruitment, onboarding, and compliance with ACGME requirements, as well as managing resident leave and hours. It also handles residency match responsibilities, onboarding agendas, and personnel appointments. Administrative duties include responding to inquiries, processing appointments, administering exams, assisting with VA reporting, supervising student assistants, approving correspondence, preparing travel and reimbursements, and maintaining attendance reports for conferences. The position also assists with Surgery Grand Rounds, the hiring and training of new residency/fellowship coordinators, and developing team workshops and events. In the absence of the Assistant Director of Education, this position assumes responsibility for fielding questions and issues. Other duties include planning annual departmental events.

Requirements

• Bachelor’s degree and three years of experience coordinating educational programs, accredited residency and/or fellowship programs; or an equivalent combination of education and relevant experience.

Nice To Haves

• None

Responsibilities

• Responsible for the overall management and administration of the Thoracic and Cardiovascular and Vascular Residencies and Fellowship Programs, Medical Student Courses, Education and Assessment Responsibilities for the Department of Surgery.
• Leads the preparation for ACGME requirements for the residency program and assists the Program Director and Associate Program Director in their efforts to meet these goals.
• Maintain accurate and thorough academic records on all trainees, past and present.
• Monitor and document resident progress toward meeting their program-specific milestones using New Innovations and other methods of evaluation and assessment.
• Prepare and distribute all requisite materials for monitoring and reporting on resident progress and faculty teaching efforts.
• Develop educational materials and classroom/laboratory needs to ensure effective educational sessions.
• Construct and monitor effective methods of assessment of resident proficiency.
• Construct and maintain methods for improving the educational value of departmental training programs.
• Improve the use of information technology for educational purposes within the department, including educational web pages for training programs.
• Update educational goals and learning objectives and track educational activities of departmental training programs.
• Coordinate resident/fellow/ clinical rotation schedule and educational conferences, and track attendance.
• Assist residents/fellows/ with their other training and educational needs, when appropriate.
• Maintain inventory of skills lab supplies.
• Secure and distribute supplies for housestaff and students as needed.
• Coordinate schedules, distribute and collect evaluations, and maintain attendance records for CME-awarding regularly scheduled conference series.
• Prepares all documentation for the graduating residents including all documentation for board certification exams, graduation diplomas, and summative evaluations at the completion of training.
• Coordinates and plans all ACGME required meetings including the Clinical Competency Committee and Program Evaluation Committee.
• Schedules regular meetings with PDs, APDs and residents/fellows for check-ins throughout the academic year.
• Creates and submits all required documentation on an annual, semi-annual or monthly basis to the Graduate Medical Education office for two fellowships and one integrated residency program.
• Is a key contributor in the developing of the yearly resident rotation schedule and receiving time off requests from residents throughout the academic year.
• Holds the responsibility of maintaining accurate records of these for board qualifications at residency completion.
• Is responsible for the coordination of two non-ACGME programs.
• Is responsible for the Global health rotation in the General Surgery program.
• Helps set up the travel, reimbursements, and submits required documentation to the ACGME and ABS for approval for each rotation.
• Ability to organize and prepare accurate documentation of program compliance with ACGME defined program requirements, provide assistance in preparing ACGME annual updates, and provide progress reports when necessary.
• Preparation and execution of ACGME self-study and site visits.
• Gathering all required documents requested by the ACGME and is in attendance of site visits as they occur.
• Must be knowledgeable of rules and regulations on house staff leave, and maintain accurate records of resident leave and hours on duty.
• Develops and implements educational initiatives for residents.
• Provides recommendations for enhancements.
• Perform all residency match responsibilities and correspond with all new incoming residents and fellows in ERAS and NRMP.
• Develop, organize and coordinate the onboarding agenda including all house staff- required training for all incoming residents and fellows with the Chief Resident and Program Director.
• Works closely with department administration to prepare resident personnel appointments including new, reappointments, and terminations.
• Maintain individual files for new and former residents/fellows.
• Prepares orientation packets for all new residents.
• Research and complete of verification of training forms.
• Is responsible for the onboarding and hiring of all incoming residents/fellows for the 5 assigned programs each year.
• Collecting all documentation for hire, assisting with getting medical licenses and assisting COM HR with the hire packets.
• Respond to all inquiries via email or phone regarding the surgery residency programs.
• Process appointments for new residents/fellows, as needed.
• Is responsibility for administering all required exams for the three assigned ACGME programs.
• Assists with the VA reporting cycle quarterly and submits all required documents to COM HR and the VA personnel.
• Provide supervision to the student assistant and/or Health Education intern.
• Approve and proof correspondence for the Program Directors and the Assistant Director of Education.
• Prepare travel and reimbursements for residency-related travel and surgery education expenses.
• Is responsible for maintaining the attendance reports, yearly schedule and required documentation from the CME office for our biweekly Morbidity and Mortality conference.
• Assists with the Surgery Grand Rounds attendance and CME application.
• Assists the Assistant Director of Education in the hiring and recruitment process for new residency/fellowship coordinators on the education staff.
• Reviews applications and assists with the setting up of interviews for applicants to meet with the education office staff, PDs and Vice Chair for Education.
• Assists the Assistant Director of Education with the training of new residency/fellowship program coordinators in areas such as New Innovations, ACGME, GME, AAMC, ERAS, NRMP, and any other platforms we utilize.
• Works closely with the Assistant Director of Education on developing team workshops and planning events and trainings.
• Assists other coordinators and the education office with financial reimbursements, purchases and reconciliations for the budget.
• When the Assistant Director of Education is out of the office, this position is responsible for fielding any questions or issues that arise in the education staff or within the residency/fellowship programs.
• Responsible for planning annual events for the Department, including but not limited to, the faculty and resident softball game, chief resident dinner, the educational retreat.
• Any other duties, as needed, to fulfill the mission and to abide by the values of the College of Medicine.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level