Academic Coordinator - Department of Surgery

Albany Medical Center; City of Albany (NY); On-site; USD 55,000 - 82,000; Full time

Job summary

Albany Med Health System is seeking an Academic Coordinator in Surgery Administration to provide comprehensive administrative, operational, and strategic support for the department’s academic mission in Albany, NY.

You will manage faculty appointments, annual reviews, accreditation documentation, and liaison between faculty, trainees, and academic offices, supporting the Divisions of General Surgery and Plastic Surgery in a collaborative, high-performing environment.

Qualifications

• Bachelor’s degree or equivalent
• Experience in academic administration, healthcare administration, or related field
• Excellent organizational, communication, and project management skills
• Ability to manage confidential information with professionalism and discretion
• Proficiency with Microsoft Office and academic/administrative databases

Responsibilities

• Manage the full lifecycle of faculty appointments, reappointments, promotions, and tenure dossiers.
• Coordinate annual faculty reviews, CV updates, and academic productivity tracking.
• Support the Chair and Division Chiefs with academic planning, workload distribution, and scholarly output monitoring.
• Maintain accreditation-related documentation for departmental and educational programs.
• Onboard new faculty, including credentialing coordination, orientation, and integration into academic expectations.
• Track faculty teaching, research, and service activities to ensure alignment with guidelines.
• Oversee scheduling and compliance for Grand Rounds, Morbidity & Mortality conferences, journal clubs, and visiting professorships.
• Manage CME accreditation processes for departmental activities.
• Coordinate departmental research meetings, seed grants, and manuscript submissions.
• Maintain databases for publications and funded projects.

Skills

Organizational skills

Communication skills

Project management

Confidential information handling

Microsoft Office

Education

Bachelor’s degree

Tools

Academic databases

Job description

Department/Unit: Surgery Administration

Work Shift: Day (United States of America)

Salary Range: $54,690.00 - $82,035.00

The Academic Coordinator for the Department of Surgery provides comprehensive administrative, operational, and strategic support for the department’s academic mission. This role manages faculty academic processes, supports educational and research activities, ensures compliance with institutional and accreditation standards, and serves as a key liaison between faculty, trainees, and institutional academic offices. The Academic Coordinator is a trusted partner to departmental leadership and plays a critical role in fostering a collaborative, inclusive, and high-performing academic environment. This role will support the Divisions of General Surgery and Plastic Surgery.

Academic Program Administration

• Manage the full lifecycle of faculty appointments, reappointments, promotions, and tenure dossiers.
• Coordinate annual faculty reviews, CV updates, and academic productivity tracking.
• Support the Chair and Division Chiefs with academic planning, workload distribution, and scholarly output monitoring.
• Maintain accreditation-related documentation for departmental and surgical education programs.

Faculty Affairs & Support

• Serve as the primary administrative partner for onboarding new faculty, including credentialing coordination, orientation, and integration into departmental academic expectations.
• Track faculty teaching, research, and service activities to ensure alignment with institutional guidelines.
• Assist with faculty development programming, workshops, and mentorship initiatives.

Education & Training Coordination

• Oversee scheduling, logistics, and compliance for Grand Rounds, Morbidity & Mortality conferences, journal clubs, and visiting professorships.
• Support residency and fellowship program leadership with academic scheduling, evaluations, and rotation documentation.
• Manage CME accreditation processes for departmental educational activities.

Research & Scholarly Support

• Coordinate departmental research meetings, seed grant processes, and abstract and manuscript submissions.
• Maintain databases for publications, presentations, and funded projects.
• Assist faculty and trainees with IRB submissions, deadlines, and compliance tracking.

Departmental Operations & Communication

• Develop and maintain academic calendars, departmental newsletters, and internal communications.
• Prepare briefing materials, reports, and presentations for the Chair and executive committees.
• Serve as liaison between the department and institutional academic offices.

Quality, Compliance & Data Management

• Support quality improvement initiatives by coordinating data collection, reporting, and follow-up actions.
• Maintain compliance with institutional, state, and national academic standards.
• Assist with preparation for internal and external reviews.

Event & Project Management

• Plan and execute academic events such as faculty retreats, award ceremonies, and recruitment visits.
• Manage special projects assigned by the Chair, including strategic academic initiatives and cross-department collaborations.

Culture, Belonging & Professionalism

• Support departmental belonging initiatives by coordinating programs, tracking engagement, and supporting inclusive academic practices.
• Serve as a trusted administrative partner who models professionalism and fosters a supportive environment for faculty, trainees, and staff.

Qualifications

Required

• Bachelor’s degree or equivalent combination of education and experience.
• Experience in academic administration, healthcare administration, or a related field.
• Strong organizational, communication, and project management skills.
• Demonstrated ability to manage confidential information with professionalism and discretion.
• Proficiency with Microsoft Office and academic or administrative databases.

Preferred

• Experience in an academic medical center or surgical department.
• Familiarity with faculty appointment and promotion processes, accreditation requirements, or CME administration.
• Experience supporting research administration or IRB processes.
• Ability to work effectively with diverse faculty, trainees, and institutional stakeholders.

Thank you for your interest in Albany Med Health System!

Albany Med Health System is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Med Health System, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that: Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Health System policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.