Residency/Fellowship Program Coordinator - Surgery - Education

NYU Langone Hospitals; New York (NY); On-site; USD 64,000 - 79,000; Full time

Job summary

An established industry player is seeking a Residency/Fellowship Program Coordinator to provide essential administrative support within a dynamic medical education environment. This role involves liaising with faculty and house staff, facilitating onboarding processes, and ensuring compliance with training requirements. The ideal candidate will possess strong communication and organizational skills, with a commitment to supporting the development of future medical professionals. Join a team dedicated to excellence in education and patient care, where your contributions will have a meaningful impact on the lives of many.

Qualifications

• BA Degree plus 2-3 years of office administration experience required.
• Preferred experience in ACGME-accredited residency programs.

Responsibilities

• Provide administrative support to Fellowship Program Directors and faculty.
• Coordinate recruitment and manage training program activities.
• Maintain records on trainees and report program statistics.

Skills

Communication Skills

Interpersonal Skills

Organizational Skills

Computer Skills

Education

BA Degree

Tools

New Innovations (residency management system)

Job description

NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. At NYU Langone Health, equity, diversity, and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace diversity, inclusion, and individual skills, ideas, and knowledge. For more information, go tomed.nyu.edu, and interact with us onLinkedIn,Glassdoor,Indeed,Facebook,TwitterandInstagram.

Position Summary:

We have an exciting opportunity to join our team as a Residency/Fellowship Program Coordinator. In this role, the successful candidate is responsible for providing administrative support to the Assistant Director of Education; helps to ensure the smooth management and functioning of the operations of the Department of Surgery with regards to the Residency and Fellowship Programs. Provides administrative support to the Vice Chair's office to include occasional coverage for office personnel as needed.

Job Responsibilities:

Administrative:

1. Provide administrative support to the Fellowship Program Directors, maintaining regular communication with house staff, program directors, faculty, Vice Chairs, and Chair.
2. Act as liaison between faculty and house staff.
3. Act as liaison between the programs and the GME Office.
4. Facilitate the advancement and graduation process for house staff.
5. Facilitate all onboarding requirements with incoming house staff, annually, making sure all deadlines are achieved in a timely manner.
6. Follow up with house staff to ensure compliance with institutional and GME requirements (e.g., annual flu shots, training modules, procedure logs, monitoring work hours, etc.).
7. Facilitate house staff leaves of absences with the GME Office.
8. Process house staff expense reimbursements.
9. Organize and carry out training program recruitment, which includes application management and review, coordination of applicant invitations and management/coordination of recruitment days, either in person or virtual.
10. Provide assistance to other members of the Surgery Education Team as needed.

Program Accreditation:

1. Stay up-to-date with ACGME and institutional training requirements.
2. Provide support for annual program evaluation activities, including Program Evaluation Committee meetings and Annual Program Evaluation.
3. Coordinate the quarterly Duty Hour monitoring and review process.
4. Distribute and monitor completion rates for the annual ACGME Survey and internal GME survey.
5. Collect information from faculty and house staff for the ACGME WebADS Annual Update.
6. Support the annual update of the Program Manuals, including all program policies and procedures documents.
7. Support the Fellowship Program Directors and Associate Program Directors in efforts to implement changes in the training program.
8. Assist in the preparation of documentation for periodic program re-accreditation, site visit, complement increase requests and any other proposal documents as needed.

Evaluations:

1. Distribute faculty end of rotation evaluations of house staff.
2. Coordinate the semi-annual review process for all house staff.
3. Assist with the annual review and assessment of evaluation forms used by the program.

Events and Conferences:

1. Provide support for weekly fellowship conferences including, but not limited to:

• Ordering and coordinating room reservations and catering (as appropriate) for regularly scheduled events.
• Providing on-site and/or virtual support for weekly fellow conferences.
• Maintaining fellow conference attendance records.

Provide administrative support to other Fellowship-related educational activities such as: In-Training Exams, faculty scheduling for didactic sessions, recruitment, etc.

Coordinate and provide support for the annual department graduation.

Meetings:

1. Attend program coordinator meetings held by the GME office.
2. Attend weekly meetings with program directors as needed.

Record Keeping:

1. Maintain records on trainees and graduates.
2. Report program statistics, as needed, to the GME office, NYU Grossman School of Medicine, ACGME, and national organizations.

Other duties as assigned.

Minimum Qualifications:
To qualify you must have a BA Degree plus 2-3 years of responsible office administration experience, or equivalent combination of education and experience; excellent communication, interpersonal, computer and organizational skills.

Preferred Qualifications:
Work experience in an ACGME-accredited residency/fellowship program and/or within an academic medical center.
Experience with New Innovations (residency management system).
TAGME Certification.

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Grossman School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.

NYU Grossman School of Medicine is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.

If you wish to view NYU Grossman School of Medicine's EEO policies, please click here. Please click here to view the Federal "EEO is the law" poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information.

NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $64,350.00 - $78,652.00 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

To view the Pay Transparency Notice, please click here.