Senior Education Program Coordinator

Hospital for Special Surgery•New York, NY

1d•Onsite

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.

Requirements

Senior advisor and problem-solver for escalated trainee issues
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
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
Analyzes trends, prepares leadership-level reports, and supports continuous improvement of trainee evaluations, case logs, and other required documents
Facilitate and advises Clinical Competency Committee, Program Evaluation Committee Meetings processes; ensures alignment with accreditation standards
Prepare and submit other program-specific accreditation(s) or renewals as needed
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
Oversee professional travel logistics and reconciliation for fellows, including flights, accommodations, itineraries, etc.
Submit and track reimbursements for trainees and program-related expenses
Manages academic funds, grants, and service accounts, monitors budgets and forecasts that support residency and fellowship programs, in collaboration with program leadership
Develops complex reports, leadership briefings, and program documentation related to the training programs as needed
Acts as a strategic liaison to faculty, leadership, hospital administration, and partners 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
Provides guidance and informal mentorship to junior coordinators

Responsibilities

Manage administrative aspects of residency and fellowship, including: Leads recruitment operations, advises leadership on timelines, processes, and improvements
Coordinate onboarding and offboarding, including orientation, credentialing, and access setup.
Serve as senior advisor and problem-solver for escalated trainee issues 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.
Leads accreditation preparation, maintains readiness, and partners with PDs on compliance strategy: 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.
Analyzes trends, prepares leadership-level reports, and supports continuous improvement of trainee evaluations, case logs, and other required documents.
Facilitate and advises Clinical Competency Committee, Program Evaluation Committee Meetings processes; ensures alignment with accreditation standards
Prepare and submit other program-specific accreditation(s) or renewals as needed
Leads execution of academic events and manage high-profile or external engagements, 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.
Oversee professional travel logistics and reconciliation for fellows, including flights, accommodations, itineraries, etc.
Submit and track reimbursements for trainees and program-related expenses.
Manages academic funds, grants, and service accounts, monitors budgets and forecasts that support residency and fellowship programs, in collaboration with program leadership.
Develops complex reports, leadership briefings, and program documentation related to the training programs as needed.
Acts as a strategic liaison to faculty, leadership, hospital administration, and partners 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.
Provides guidance and informal mentorship to junior coordinators.