Medical Education Program Coordinator

6 days ago

Springfield, Illinois, United States Southern Illinois University School of Medicine Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Support Specialist for Surgical Education to join our team at Southern Illinois University School of Medicine. This individual will provide administrative support to members of the Department of Surgery administration and to residency programs in the Department of Surgery.

Key Responsibilities
  • Administrative Support (50%)
    • Assist with various educational-related projects to support the Department of Surgery program directors and/or coordinators.
    • Adhere to guidelines established by the Office of Graduate Medical Education (OGME) regarding institutional policies and procedures.
    • Attend Department of Surgery and OGME Coordinator meetings.
    • Reserve conference rooms for various program meetings, conferences, and events, including setting up videoconferencing.
    • Assist with coordinating catering for meetings, conferences, and events, including processing appropriate vouchers and requests.
    • Back-up support for resident interviews, proctoring exams, visiting professors, grand rounds, and other educational-related special activities and events.
    • Create and maintain Department resident and fellow lists for Department finance personnel.
    • Create and maintain Department resident contact lists.
    • Provide coverage for residency and fellowship programs in the Department of Surgery in cases of leaves, absences, and staffing transitions.
    • Responsible for maintaining the adjunct appointment faculty list for the Department of Surgery.
    • Schedule and organize the Department of Surgery Resident Recognition Event each June.
    • Schedule and organize the Department of Surgery welcome picnic event for all incoming surgical residents.
    • Assist with scheduling the Department of Surgery Surgical Education Grand Rounds.
    • Schedule and organize the Department of Surgery PGY 2 Residents as Teachers (RATS) session as well as PGY 4 Professionalism and Leadership sessions.
  • General Surgery Residency Program (20%)
    • Preparation and Distribution of Documents/Schedules for General Surgery
      • Assist with coordination of yearly conference schedule.
      • Assist with management of monthly conference schedule.
      • Assist with preparation of monthly Call Schedules and Clinic schedule.
      • Assist with compiling weekly Mortality-Morbidity lists for weekly conference.
      • Assist with coordination of grand rounds presentations, including visiting professor events.
    • Web-Based Residency Records for General Surgery
      • Assist with updating and maintaining residency management suite, New Innovations database, evaluations, conferences, duty hours, portfolios, etc. for the residency programs.
      • Assist program coordinator and program director with entering confidential evaluations into residency management suite.
    • General Surgery Resident Application Process
      • Assist with the planning and execution of interview days.
      • Collect and tabulate evaluations of applicants on each interview day.
      • Assist with preparing materials for each interview day.
      • Coordinate catering for breakfast and lunch on each interview day.
      • Including, but not limited to, making any accommodations for virtual interviews.
      • Schedule and organize General Surgery graduation ceremony for general surgery residents.
    • Other Residency Related Duties
      • Assist with preparing the required materials for the Resident Annual Evaluation Meetings, Program Evaluation Meeting, Clinical Competency Committee Meetings, and Mock Orals, as instructed by the program coordinator.
      • Sort and deliver residents' mail to their mailboxes (located in Resident Room in SMH).
      • Revised intern informational booklet each year with assistance from program coordinator.
  • Secretarial (30%)
    • Maintain Outlook calendar commitments and notifies individuals of deadlines.
    • Assists with the coordination of Departmental projects, activities, and appointments, including meetings, conferences, interviews, seminars, and activities in teaching students and residents.
    • Transcribe and type all correspondence, teaching materials, evaluation reports, and other miscellaneous projects.
    • Answers and handles all incoming telephone calls, including contact with physicians, administrative and clinical staff, community, and phone coverage for other secretaries during lunch hours and other absences as requested.
    • Screens calls and visitors; determines needs and handles routine inquiries, requests, or problems; provides factual information regarding unit regulations and procedures.
    • Assists in organizing and maintaining a filing system, including administrative records, confidential material, and all other records as needed.
    • Assist with opening mail and prioritizes. Rotate with other division secretaries in duties such as sorting incoming mail and copy/supply room cleanup.
    • Composes and/or transcribes routine and/or general office documents, including correspondence, memoranda, and confidential medical correspondence.
    • Assists in making travel arrangements, verifies funding, and prepares/submits proper vouchers and requisitions for reimbursements for staff as necessary using University procurement card as directed following University guidelines.
    • Maintains complete and accurate records of unit fiscal transactions.
    • Attend Departmental secretarial meetings and participates in implementation of decisions resulting from these meetings.
    • Assists in coordinating correspondence and special mailings. Types medical and/or educational materials, letters, reports, memoranda, financial data, invoices, vouchers, and presentations.
    • Other Duties as Assigned
Qualifications
  • High school diploma or equivalent.
  • Any one or combination totaling four (4) years (48 months), from the categories below:
  • College coursework in medical education, education, communications, public relations, or a closely related field as measured by the following conversion table or its proportional equivalent:
  • 30 semester hours equals one (1) year (12 months)
  • Associate's Degree (60 semester hours) equals eighteen months (18 months)
  • 90 semester hours equals two (2) years (24 months)
  • Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
  • Progressively more responsible clerical or secretarial experience, including a background in electronic word processing and database management systems.

Please Note: Completion of the Training Administrators of Graduate Medical Education Programs Certification (TAGME) from the National Board for Certification of Training Administrators qualifies applicants for each level of this series.

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