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Surgery Department Chair Academics Program/Project Coordinator

2 months ago

Beverly Hills, United States Cedars-Sinai Full time

Job Summary

Under the general direction of the respective Program Directors, the Academic Program Coordinator will be responsible for the complete coordination and administrative activities for the Otolaryngology-Head and Neck Residency and the Podiatric Surgery Residency programs. Additionally, under the general direction of the Program Manager, the candidate will be assisting with aspects of the General Surgery Residency program. 

Coordinate all department residency program activities and independently provides complete administrative support including, but not limited to, curriculum, rotation schedule, personnel management and development, evaluation process, conferences, call schedules and maintains personnel and evaluation records. Administer the recruitment, application and interview and selection process. Coordinate the welcome orientation for new house staff; coordinate graduation activities and separation process for outgoing house staff. Coordinate special projects between Program Director, faculty, residents and outside vendors. The position acts as a liaison between residents and fellows and residency programs at affiliated hospitals, health centers, and community physician practices, and applicable medical boards and ACGME and other certifying agencies. Follows and assures compliance with CSMC and outside agency rules and regulations. The Academic Program Coordinator must demonstrate initiative, resourcefulness, and problem-solving skills in organizing and prioritizing work. The position requires strong customer service and interpersonal skills to effectively work with physicians, administrators, vendors and coworkers.  The Academic Program Coordinator may provide administrative support to the Program Directors.

Key Responsibilities: 

Establish the administrative and office management systems for the department and underlying office and functional units. Is charged with responsibility for disseminating information including announcements, information bulletins, policies and procedures through department and with monitoring and follow-up responsibility to ensure adherence to policy and reporting requirements. 2) Maintain personnel files for house officers, fellows and students ensuring that appropriate licensing, certification and, if required, visa status documentation is in order and meets with regulations. Generates residency verification material. 3) Generate and maintain call schedules, yearly schedules and conference schedules, and rotator schedules. Coordinate residency conferences. 4) Monitor expenses and budgets for residency program, ensuring balances for purchases, payroll and travel purposes and preparing reports for the Finance Department. 5) Serve as advisor to residents, fellows, and students, regarding issues such as licensing, schedules, paramedical staff issues, loans, meetings, and travel. 6) Generate documents to provide specific equipment and materials for residents, including keys, pagers, office phone extension, PC requests, EISRs, check requests, requisitions for supplies, petty cash reimbursements, etc. 7) Schedule meetings, assists with travel arrangements. Arrange meetings hosted by the Program Director, coordinating meeting rooms, contacting attendees, facilitating their attendance, ensuring that required informational materials and equipment are provided. 8) Establish and maintain filing system and database records for the office. Research, gather, compile, and organize information from the files, from ancillary departments/ offices, from outside agencies, etc., and prepare periodic reports and new file and database systems on own initiative as required.  Resident Recruitment: 1) Administers all aspects of the recruitment process for interns, residents, and fellows. This process includes coordinating open house events and interviews. 2) Prepare all materials for the National Residency Matching Program for the GME office. 3) Coordinate and implement activities related to obtaining privileging and committee approvals, orientations, verify prerequisite training, generate documentation for rotations to other hospitals. 4) Organize new housestaff orientation. Facilitate the housestaff evaluation process which includes distribution, collection, and filing of evaluations. Coordination of dept educational programs 1) Coordinate the accredited graduate medical education programs, including regularly scheduled conferences and special programs. Maintain rotation, curriculum, and supervisory schedules. Coordinate speakers and support for specialty weekly CME conferences, and journal club. 2) Coordinate the annual scheduling and administration of the in-service training exam for residents, including proctoring special cases, as well as other required annual exams for residents. 3) Develop and implement processing of externships, including remedial and elective rotations. 4) Coordinate and act as liaison with rotation sites for housestaff rotations. Assure that affiliation agreements and memorandums of understanding are current. Distribute monthly call schedule. Coordinate rotation for outside residents and medical students. 6) Utilizes Residency Management Software for tracking rotation schedules, entering and maintaining demographics, evaluations, conferences and duty hours modules, and residency verification material. Accreditation Activities 1) Liaison for programs/program leadership and ACGME, CPME, California Medical Board and other certifying agencies. 2) Establish and follow procedures and guidelines within the Program in accordance with the ACGME, CPME for respective programs to maintain full accreditation. 3) Assist Program Director in Accreditation Review; assist and coordinate the process of performance evaluations. 4) Verify training of current and previous housestaff and provide documentation to requesting institution. 5) Assist with resident data collection and preparation of all program accreditation documents and internal review reports. 6) Assure all data is maintained and current in all databases for the residency program which includes ACGME Web Accreditation Data System, ACGME Approved Resident Positions/ Annual Update. Coordinate all aspects of ACGME site visit for reaccreditation. 7) Coordinate and organize the ACGME and CPME-accredited residency programs. This includes preparation for the residency accreditation site visit, maintaining compliance with accreditation guidelines, maintaining appropriate reporting regarding accreditation matters, preparation of reports, and development of new procedures in response to new or revised policies.

Education

High School Diploma, required.

Bachelor’s Degree, preferred.

Experience

Minimum of 2 years of progressive administrative or strategic support experience.

Graduate Medical Education (GME) experience, preferred.

Strong organizational skills.