Residency/Fellowship Program Coordinator – Surgery – Education

Job Responsibilities:

Administrative:

1. Provide administrative support to the Fellowship Program Directors, maintaining regular communication with house staff, program directors, faculty, Vice Chairs, and Chair
2. Act as liaison between faculty and house staff
3. Act as liaison between the programs and the GME Office
4. Facilitate the advancement and graduation process for house staff
5. Facilitate all onboarding requirements with incoming house staff, annually, making sure all deadlines are achieved in a timely manner
6. Follow up with house staff to ensure compliance with institutional and GME requirements (e.g., annual flu shots, training modules, procedure logs, monitoring work hours, etc.)
7. Facilitate house staff leaves of absences with the GME Office
8. Process house staff expense reimbursements
9. Organize and carry out training program recruitment, which includes application management and review, coordination of applicant invitations and management/coordination of recruitment days, either in person or virtual
10. Provide assistance to other members of the Surgery Education Team as needed

Program Accreditation:

1. Stay up-to-date with ACGME and institutional training requirements
2. Provide support for annual program evaluation activities, including Program Evaluation Committee meetings and Annual Program Evaluation
3. Coordinate the quarterly Duty Hour monitoring and review process
4. Distribute and monitor completion rates for the annual ACGME Survey and internal GME survey
5. Collect information from faculty and house staff for the ACGME WebADS Annual Update
6. Support the annual update of the Program Manuals, including all program policies and procedures documents
7. Support the Fellowship Program Directors and Associate Program Directors in efforts to implement changes in the training program
8. Assist in the preparation of documentation for periodic program re-accreditation, site visit, complement increase requests and any other proposal documents as needed

Evaluations:

1. Distribute faculty end of rotation evaluations of house staff
2. Coordinate the semi-annual review process for all house staff
3. Assist with the annual review and assessment of evaluation forms used by the program

Events and Conferences:

1. Provide support for weekly fellowship conferences including, but not limited to:

• Ordering and coordinate room reservations and catering (as appropriate) for regularly scheduled events
• Providing on-site and/or virtual support for weekly fellow conferences
• Maintaining fellow conference attendance records

                      2. Provide administrative support to other Fellowship-related educational activities such as: In-Training Exams, faculty scheduling for didactic sessions,                           recruitment, etc.

                      3. Coordinate and provide support for the annual department graduation

Meetings:

                      1. Attend program coordinator meetings held by the GME office

                      2. Attend weekly meetings with program directors as needed

Record Keeping:

                      1. Maintain records on trainees and graduates

                      2. Report program statistics, as needed, to the GME office, NYU Grossman School of Medicine, ACGME, and national organizations

Other duties as assigned