Training Program Coordinator

University of Colorado•Aurora, CO

1d•Hybrid

About The Position

The Department of Surgery, Office of Education Training Program Coordinator (1.0 FTE) is primarily responsible for coordinating the Vascular Surgery Fellowship and Integrated Residency Programs, its trainees including rotating residents and medical student education. Coordination encompasses the recruitment processes, curriculum, schedules, business activities, finances, budget, and policies and procedures. The coordinator provides essential communication and networking for the effective functioning of a surgical training program. The coordinator represents the training programs on behalf of the Graduate Medical Education (GME) Office, the School of Medicine, and the University of Colorado.

Requirements

A bachelor’s degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution.
One (1) year of professional-level experience in an administrative role (for Intermediate Level).
Two (2) years of professional-level experience in an administrative role (for Senior Level).
A combination of education and related technical/military/paraprofessional experience may be substituted for a bachelor’s degree on a year for year basis.
Applicants must meet minimum qualifications at the time of hire.
Ability to communicate effectively, both in writing and orally.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
Outstanding customer service skills.
Demonstrated ability to foster a respectful and professional environment and collaborate effectively across diverse teams.
Organizational skills with ability to plan and organize trainee needs and activities, establish work priorities and provide follow-through to ensure completion of activities, both individually and assisting others with work tasks.
Knowledge of, or ability to, become fully competent in computer programs essential to the training programs, including the Microsoft Suite (Word, Excel, Access, PowerPoint, Outlook), the Electronic Residency Application System (ERAS), National Residency Matching Program (NRMP), on call (QGenda/Amion) scheduling tools and MedHub. Software used will continue to change, so adaptability to new electronic programs and tools is essential.
Ability to develop and manage budgets, and carry out fiscal responsibilities of the position.
Ability to understand and apply regulatory requirements at the program level.
Ability to communicate effectively with administrative personnel, physicians and other program personnel, trainees/prospective trainees, staff and other constituents, in written communications and oral presentations.
Interpersonal skills working with trainees and others in an environment of high volume and stress.
Applicants must be legally authorized to work in the United States without requiring sponsorship. We are unable to provide work visa sponsorship or employment authorization for this position now or in the future.

Nice To Haves

2+ years of progressive experience in graduate medical education, academic services, healthcare services, higher education, or related field.
Demonstrated experience leading complex academic or student-facing operations.
Knowledge of medical student information systems (MedHub, Amion, ResQ, Firefly, WebAds, ERAS)

Responsibilities

Coordinates all aspects of the annual trainee recruitment process, including developing informational materials, monitoring applications, fielding inquiries, establishing interview days, coordinating faculty interviews, meals, transportation, and housing for prospective trainees, and gathering/assembling interview results for the Match process.
Manages all required electronic recordkeeping for trainee data, including ERAS (applicant recruitment), OnCall (Amion & Qgenda for physician scheduling), and MedHub (resident reporting).
Manages hard copy and electronic files of trainees, responds to requests for training confirmation or letters of reference, and prepares reports for divisions or other entities (e.g., ACGME studies, program reviews, retreats, audits).
Manages and maintains the education pages of the Surgery website and program materials (Excel tracking tools, PowerPoint presentations, etc.).
Provides administrative and operational support to the Director of Education and faculty.
Manages all financial aspects of training programs, including budget preparation, administration, monitoring, oversight of revenues and expenditures, and responsibility for multiple funding sources (hospital support, GME funding, departmental funds, grants, contracts, gift funds).
Utilizes and maintains expertise in university and departmental administrative systems for financial management and program operations (accounting, data processing, purchasing, human resources, facilities management, statistical reporting).
Administers pertinent State fiscal policies, UCDSOM rules and procedures, and State/Federal laws and standards applicable to the training programs or business management.
Administers pertinent Graduate Medical Education policies, including rules and regulations from the Accreditation Council for Graduate Medical Education Review Committee.
Coordinates program and fiscal policies related to program needs at related training site locations (UCH, CHCO, VAMC, DHMC, PSL, and others).
Serves as a member of the Academic Council and The Research Committee, and represents the programs on task forces and committees as requested.
Attends and may coordinate related meetings and functions, educational meetings for the related Divisions, faculty meetings, M&Ms, or educational conferences or courses.