Residency/Fellowship Coordinator – Surgery General – JR010194

Residency/Fellowship Coordinator – Surgery General

Department:
SOM KC General Surgery
*

Residency Coordinator

Position Title:
Residency/Fellowship Coordinator – Surgery General

Job Family Group:

Professional Staff

Job Description Summary:
The Residency/Fellowship Program Coordinator works in collaboration
with and provides administrative support to the Program Director, Program Administrator, Associate Program Directors, Chief Residents, and
other program leadership as well as the GME Office to ensure compliance with all ACGME and Institutional policies and regulations.

The program coordinator is an instrumental member of the program leadership team, that is essential for maintaining the
accreditation status. The program coordinator is responsible for a wide range of administrative responsibilities including but not limited
to recruitment, compliance, onboarding, offboarding, educational support, event planning and scheduling. The position is essential in
training program operations and is a primary resource for learners, faculty, and administrative staff.

Job
Description:

Job Responsibilities

Accreditation

• Plan and prepare the annual Program Evaluation
  and Clinical Competency Committees meetings including the scheduling, material distribution, reporting and tracking of action items from
  meetings as well as recording attendance and minutes.
• Ensure required reports are submitted to the GME and ACGME by the required
  deadlines.
• Review the Annual Web ads and update program information prior to the program director, collecting and updating faculty
  and trainee information and ensuring all recommended changes have been incorporated by the deadline.
• Submit requested accreditation
  related data to the GME, ACGME or institution as requested.
• Ensure that any program changes requiring GMEC approval are documented
  and submitted to the GME office.

Recruitment

• Coordinate recruitment activities for the program.
• Work with
  program director to update and prepare information for interested applicants.
• Review and distribute information regarding
  applicants.
• Arrange all interview day logistics including confirming acceptance of appts for both interviewees and
  interviewers.
• Distribute interview day packets to both groups, post surveys and follow up information.
• Organize materials
  and meetings necessary for ranking and matching residents.
• Work with program director to update NRMP match information (or
  equivalent system) and enter rank list.

Onboarding

• Communicate with incoming residents on important dates and events
  regarding their new appointment.
• Oversee all activities for incoming residents each year, including licensing, certifications,
  purchasing of needed equipment and arrangement of workspace.
• Work with the GME office and matched residents to ensure timely
  submission of all documents including agreements.
• Organize the “in program” schedule and welcome events to align with GME
  orientation.

Schedules/Rotations

• Create the annual and/or clinic rotation schedule in partnership with the program
  director and/or Chief Residents.
• Obtain approval by the GMEC for any rotation changes regarding duration, location, or educational
  rationale.
• Work with program director and other residency coordinators to develop rotation schedules for residents which meet
  curriculum requirements of the RRC and ACGME.

Evaluations

• Manage active evaluations through regular review for
  compliance and accuracy of the evaluation tool in accordance with ACGME requirements.
• Responsible for coordinating evaluation review
  and delivery process of the residents and teaching faculty.
• Assist with scheduling semi-annual evaluations and preparation of
  necessary paperwork; send calendar appointments; send reminders of appointments; prepare forms/reports for program advisors; file necessary
  forms in resident training file.
• Prepare aggregate faculty evaluations by trainees and distribute the evaluations to
  the program
  leadership as needed.

Conferences

• Assist with daily conference administration and logistics, as necessary:
  order/setup of
  food, set up conference sign-in/EEDs machine, assist speaker with AV needs, load
  presentation, set up I-Clickers
  (audience response system), etc.
• Assist with weekly Grand Rounds administration, as necessary: e-mail
  correspondence to
  speakers/coordinators for all appropriate paperwork; attend all Grand Round Conferences to help sign in students, residents, faculty, and
  guests along with handing out evaluations.
• Set up EEDs machine, I-Clickers, etc., post meeting notices on bulletin
  boards.

Compliance/Testing

• Responsible for ensuring accurate leave times are recorded in MedHub and Workday along
  with any necessary paperwork required.
• Support the preparation and administering of In Training exams and Board Prep
  exams.
• Administer operating details of educational programs. Handle correspondence from agencies requesting verification of
  residency, provide the Dean’s office with resident information, compile data, maintain and regulate access to resident’s
  files.
• Support the program director in the management of the program budget – processing reimbursements, travel, purchasing and
  repair/maintenance requests.
• Acquire either notary or University seal when required. Process archival of
  dated resident training
  files (catalog electronic file, prepare for offsite storage). Maintain resident training files. File appropriate documents.
• Ensure
  that the PLAs are updated, signed, and stored in program’s information files.

Reports and Presentations

• Work with
  Chair, program director, and other residency coordinators to prepare reports and complete surveys about the residency program requested from
  the University.
• Assist in the preparation of documents for RRC.

Graduating/Alumni

• Plan graduation activities
  with program director and coordinate the logistics of events with the planning team. (Gifts, food, speakers, location, guests,
  etc.)
• Ensure graduating trainees complete task list transition items including forwarding information.
• Complete documents
  for former residents. Submit forms for certificates, verifications from hospitals and insurance companies and answering surveys and
  questionnaires regarding former residents.
• Conduct alumni surveys as needed.
• Engage alumni in program events and information
  as appropriate.

Other Duties

• Management of Faculty information and data as needed.
• Website and social media
  management and updates.
• Event planning for the program as needed (resident social events, welcome events, research, and speaker
  events).
• Plan GME and Coordinator Council Training events and meetings as required.
• Complete visiting trainee requests and
  documentation.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or
responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive
list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may
change at any time with or without notice.

Required Qualifications

Work Experience: Four (4) years of
relevant work experience. Education may be substituted for experience on a year for year basis.

Preferred
Qualifications
Work Experience:

• Five (5) years’ experience in an academic setting.
• Knowledge of medical
  terminology and residency programs.
• Experience in ERAS, ACGME, MedHub, C-TAGME, Workday and
  Qgenda.

Skills

• Communication.
• Computer skills.
• Interpersonal
  skills.
• Organization.
• Multi-tasking.
• Time management.
• Attention to detail.

Required
Documents

• Resume
• Cover Letter

Comprehensive Benefits Package:

Coverage begins on day one for
health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates
in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans
are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is
available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available
after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement programs (457
or 403b) are available. https://www.kumc.edu/human-resources/benefits.html

Employee Type:
Regular

Time
Type:
Full time

Rate Type:
Hourly

Compensation Statement:

The pay range listed for this
position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in
making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements
of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the
minimum to midpoint of the posted range, taking into account the combination of factors listed above.

Pay Range:
$28.20 –
$38.35
Minimum
$28.20
Midpoint
$33.17
Maximum
$38.35

Application Instructions:
To
learn more and apply online, please visit https://kumc.wd5.myworkdayjobs.com/en-US/kumc-jobs/job/Kansas-City-Metro-Area/Residency-Fellowship-Coordi
nator—Surgery-General_JR010194 or go to https://careers.kumc.edu/ and search for position
number JR010194.

Applications must be submitted directly through the KU Medical Center website to be considered for this position.
Any applications submitted via email or this website will NOT be reviewed or considered.

About KU Medical Center:
The
University of Kansas Medical Centers mission is to educate exceptional health care professionals through a full range of undergraduate,
graduate, professional, postdoctoral and continuing education programs in the schools of Medicine, Nursing and Health Professions. KU
Medical Center also advances the health sciences through world-class research programs; provides compassionate and state-of-the-art patient
care in an academic medical center environment; and works with communities in every Kansas county to improve the health of Kansans. Learn
more at www.kumc.edu.

Benefits:
KUMC offers a range of great benefits that support
employees and eligible family members. Our health insurance benefits begin on hire date and KUMC offers other exciting benefits such as paid
parental leave, generous employer retirement contributions and other resources to improve health and well-being. For more information,
please visit https://www.kumc.edu/human-resources/benefits.html

Equal Employment
Opportunity Statement

The University of Kansas Medical Center is an Equal Opportunity/Affirmative Action employer. All qualified
applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity,
gender expression, national origin, ethnicity, ancestry, age, protected veteran or disability status, marital status, parental status, or
genetic information. http://policy.ku.edu/IOA/nondiscrimination

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