Academic Coordinator - Department of Surgery

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

Job summary

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

The role focuses on faculty appointments, education coordination, research activities, and compliance with accreditation standards, serving as a liaison between faculty, trainees, and institutional offices.

Qualifications

• 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.
• Ability to handle confidential information with professionalism and discretion.
• Proficiency with Microsoft Office and academic or 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 surgical education programs.
• Oversee scheduling, logistics for Grand Rounds, Morbidity & Mortality conferences, journal clubs, and visiting professorships.
• Coordinate residency and fellowship program leadership with academic scheduling, evaluations, and rotation documentation.

Skills

Organizational skills

Communication skills

Project management

Microsoft Office

Academic databases

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office

Academic databases

Administrative 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.

Albany Medical Center is the centerpiece of medicine, research, and medical education in New York’s Capital Region and is the area's largest private employer with more than 10,000 employees. Albany Medical Center offers excellent career opportunities in a wide range of roles in both patient care and administration. We value all our staff members and offer outstanding employee benefits including:

• Excellent health care coverage with no copay at Albany Medical Center providers
• A wide array of services and programs to support emotional, physical, and mental wellbeing

Anchored in the state’s historic capital city, Albany Medical Center offers a full range of inpatient and outpatient care and is home to the region’s largest hospital, only Level 1 adult and pediatric trauma centers, and only children’s hospital. The downtown campus also offers opportunities at Albany Medical College. Albany Medical Center, along with Columbia Memorial Health, Glens Falls Hospital, Saratoga Hospital, and the Visiting Nurses, form the Albany Med Health System, serving more than three million people over 25 counties.