General Surgery Residency Coordinator

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Reporting to the Manager of the Office of Education in the Department of Surgery, the General Surgery Residency Program Coordinator will support the General Surgery Residency program within the Department of Surgery. The Residency program includes 76 trainees, rotating at multiple hospitals. General Surgery Residency training is 5-7 years, with a research component.

This position is Hybrid (2-3 days onsite/week) with Overtime REQUIRED a few times out of the year. (Interview Season, Service Exams and Graduation).

To manage, coordinate, and support all educational opportunities and programs in the department – cross coverage with other ACGME residencies. Leading the change in surgical education and working to develop the future leaders in academic surgery.

• Provide high level administrative support to the Program Director and Associate Program Directors for the general surgery residency.
• Serve as principal source of information to trainees, staff, and faculty on all residency related projects and activities.
• Work with various project management and spreadsheet software programs to maintain timelines and track resource allocation, performance metrics and other project related information.
• Communicate with all team members as necessary to monitor and ensure timely completion of deliverables.
• Monitor expenditures and reconcile financial statements to ensure compliance with budgetary parameters and guidelines.
• Compose substantive correspondence and written materials; assist with communication of project status and other information, as necessary.
• Determine logistical needs for meetings, including developing and assembling meeting materials, arranging meeting rooms, catering, and transportation, as necessary.
• Assist and support the Program Director with ACGME-conducted accreditation site visits for the Surgery Residency Program.
• Compile and submit reports to ACGME, American Board of Surgery, and other professional organizations as required.
• Coordinate residency recruitment, credentialing, onboarding, and offboarding.
• Website maintenance.
• Plan and coordinate residency graduation, chief graduations, and other residency events, as necessary.
• Provide administrative cross-coverage in the Office of Education as needed.
• Mandatory overtime for the following: in-service exams (weekend), Chief Graduation Dinner (evening), and interview season (extended workdays ~7 days between November and February).
• Oversees the entire Residency process to ensure compliance and smooth operations. This includes, but is not limited to: preparation and maintenance of documents, forms and other relevant materials.
• Checks and verifies accuracy of the data entered into the system. Tracks confidential performance evaluations (residents/faculty) through specified software programs (Med-Hub). Ensure accurate and complete information for GME office, FRIEDA, NRMP, ACGME, Web ADS, ABS, Med-Hub.
• Plans, coordinates, and organizes surgical education related meetings/lectures in the Department University and YNHH employees as part of the ACGME requirements.
• Performs data entry duties pertaining to trainee work hours and continuity of clinics. Monitors and tracks residents’ vacations and leave of absences in Med Hub or other systems/programs as applicable. Notifies the Residency Director when duty hour violations occur.
• Creates check requests and i-expense submittals for educational fund reimbursements. Monitors/distributes educational fund balances to Program Directors, Program Coordinators, and trainees. Monitors travel expense fund and conference attendance.
• Tracks appointment and reappointment letters.
• Ensures trainee compliance with ACGME established policies and procedures. Supports program directors in meeting regulatory requirements. Responds to all post-fellowship documentation verification requests from hospitals/academic institutions.
• Provides administrative support in preparation for ACGME-conducted accreditation site visits for Residency Programs.
• At times, may be asked to participate in YNHH meetings and directives and initiate change.
• Maintains…