Training Program Coordinator

University of Colorado

7d•Hybrid

About The Position

The Department of Surgery, Office of Education Training Program Coordinator (1.0 FTE), hereinafter referred to as the coordinator, under direction from the Office of Education Manager, is primarily responsible for coordinating the General Surgery Residency, 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. An employee in this position can be terminated at any time without notice, and severance pay may not be provided. Duties and Responsibilities =75%25 Specific duties and responsibilities of the Coordinator may include, but are not limited to, the following: Trainee Recruitment: Coordinates all aspects of the annual trainee recruitment process. Develops and maintains up-to-date informational brochures on the program, in hard copy and on-line versions, as appropriate. Monitors application process and completes candidate summaries. Fields prospective trainee information requests primarily by email and phone. Establishes interview days for candidates. Coordinates faculty interviewers, space, meals, transportation and, in some cases, housing and other needs for prospective trainees. Gathers and assembles interview results, and prepares for the Resident Match process, including coordinating a faculty ranking session and ultimate submission of Match list to the on-line system. Trainee Data and Recordkeeping: Coordinates all required electronic recordkeeping that serve as the data processes for the Trainee. Manages ERAS, the on-line applicant recruitment tool, used as the mandatory resident "match" mechanism. Manages OnCall (Amion & Qgenda), the system required by the University of Colorado Hospital for physician on-call scheduling. Manages MedHub, the software required by the GME office for resident reporting. Manages hard copy and electronic files of trainees who enter or leave the program, and responds to all requests for confirmation of training or letters of reference. Prepares reports for the Divisions or others to satisfy needs, such as ACGME studies, program reviews, retreats, audits or other, as requested. Manage and maintain the related education pages of the Surgery website in addition to program materials (Excel tracking tools, PowerPoint presentations, Etc.) Provide administrative and operational support to the Director of Education and faculty Fiscal Management =10%25 All financial management activities are under the overall direction of the specific Division Managers, who have overall responsibility for division funds, serves as the fund administrator and overall approving official. Within these parameters, the Coordinator: Manages all financial aspects of training programs, including preparation, administration, and ongoing monitoring of budgets; oversight of revenues and expenditures; and responsibility of multiple funding sources such as hospital support, GME funding, departmental funds, grants, contracts, and gift funds. Utilizes and maintains expertise in university and departmental administrative systems to support financial management and program operations, including accounting, data processing, purchasing, human resources, facilities management, and statistical reporting across multiple platforms. Policy Coordination and Compliance =15%25 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 promulgated by the national Residency Review Committee. Coordinates program and fiscal policies related to residency needs at all training site locations, including the University of Colorado Hospital (UCH), Children’s Hospital Colorado (CHCO), the Denver Veteran's Administration Medical Center (VAMC), Denver Health Medical Center (DHMC) and others. Serves as a member of the Academic Council and The Resident Research Committee, and represents the programs on task forces and committees as requested by the Director of Education and the Program Directors. Attends and may be the coordinator of related meetings and functions or other educational meetings for the related Divisions, including faculty meetings, M&Ms, or educational conferences or courses.

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.
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 residents and others in an environment of high volume and stress.
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 commitment and leadership ability to advance diversity and inclusion.
Applicants must be legally authorized to work in the United States without requiring sponsorship.

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.
Develops and maintains up-to-date informational brochures on the program, in hard copy and on-line versions, as appropriate.
Monitors application process and completes candidate summaries.
Fields prospective trainee information requests primarily by email and phone.
Establishes interview days for candidates.
Coordinates faculty interviewers, space, meals, transportation and, in some cases, housing and other needs for prospective trainees.
Gathers and assembles interview results, and prepares for the Resident Match process, including coordinating a faculty ranking session and ultimate submission of Match list to the on-line system.
Coordinates all required electronic recordkeeping that serve as the data processes for the Trainee.
Manages ERAS, the on-line applicant recruitment tool, used as the mandatory resident "match" mechanism.
Manages OnCall (Amion & Qgenda), the system required by the University of Colorado Hospital for physician on-call scheduling.
Manages MedHub, the software required by the GME office for resident reporting.
Manages hard copy and electronic files of trainees who enter or leave the program, and responds to all requests for confirmation of training or letters of reference.
Prepares reports for the Divisions or others to satisfy needs, such as ACGME studies, program reviews, retreats, audits or other, as requested.
Manage and maintain the related education pages of the Surgery website in addition to program materials (Excel tracking tools, PowerPoint presentations, Etc.)
Provide administrative and operational support to the Director of Education and faculty
Manages all financial aspects of training programs, including preparation, administration, and ongoing monitoring of budgets; oversight of revenues and expenditures; and responsibility of multiple funding sources such as hospital support, GME funding, departmental funds, grants, contracts, and gift funds.
Utilizes and maintains expertise in university and departmental administrative systems to support financial management and program operations, including accounting, data processing, purchasing, human resources, facilities management, and statistical reporting across multiple platforms.
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 promulgated by the national Residency Review Committee.
Coordinates program and fiscal policies related to residency needs at all training site locations, including the University of Colorado Hospital (UCH), Children’s Hospital Colorado (CHCO), the Denver Veteran's Administration Medical Center (VAMC), Denver Health Medical Center (DHMC) and others.
Serves as a member of the Academic Council and The Resident Research Committee, and represents the programs on task forces and committees as requested by the Director of Education and the Program Directors.
Attends and may be the coordinator of related meetings and functions or other educational meetings for the related Divisions, including faculty meetings, M&Ms, or educational conferences or courses.