Academic Clinical Program Management Associate

About the Role

This position functions as the education support person to the Department Chair, Program Director, program liaison to Academic Clinical Program Management Specialist, faculty, fellows, residents, students, and other educational staff. It also functions as liaison between trainees, departments, attending physicians, administration, and outside institutions. This position supports the organizational mission, vision, and values of the surgical residency program.

Key Responsibilities

• Utilizes the ERAS Program Directors Workstation by creating various identified filters, tracking applicant status, etc.
• Assists in screening and evaluating all qualified applicants.
• Communicates with potential applicants via ERAS Program Directors Workstation, email, Thalamus, etc.
• Organizes with the Educational Coordinator all recruitment events including faculty and resident participation, venue arrangements, meal selection, and preparing materials for all participants.
• Develops an initial rank list based upon interview comments and assists in the development/completion of the final rank list.
• Provides general assistance to fellows including licensing and certification, assisting in the application process to professional associations.
• Verifies that fellow credentials and licenses are kept current and maintains trainee compliances.
• Maintains records of resident training, including but not limited to ACLS, ATLS, and ATOM course completion; systems-based project completion; and research completed.
• Schedules, compiles required documentation, and attends semi-annual review meetings and Clinical Competency Committee and Program Evaluation Committee meetings, taking notes as needed.
• Tracks annual fellow vacation/conference requests.
• Handles complex personnel and operating details as assigned.
• Responsible for submitting the registration/fees for the in-service exams; coordinating the location and computer system verifications; and assisting in the proctoring of the exam(s) as needed.
• Assists the Administrative Chief Resident in the review of call schedules and maintenance of the resident call schedules within the UI Health Care On-Call system and QGenda scheduling system.
• Corresponds with newly matched residents.
• Compiles list of matched residents and contact information in order to provide to faculty and residents.
• Coordinates the inbounding process which entails providing administrative support and monitoring of the completion of required GME materials and Iowa Board of Medicine license application.
• Develops orientation schedules for fellows including personnel, space, supplies and equipment, and all other necessary matters.
• Develops required accounts for each newly matched resident (ACGME Op Report, email/outlook accounts, etc.).
• Monitors annual updates from accrediting agencies: SSO, ASTS, Fellowship Council, and ABA. Coordinates updates with Program Directors to maintain compliance.
• Coordination of the ACGME Annual Update.
• Completion of ABS and Iowa Board of Medicine Annual Report.
• Sets up site surveys and visits when programs are being evaluated by fellowship accrediting agency.
• Oversees Continuing Medical Education (CME) requirements to ensure education meetings maintain CME eligibility.
• Provides confidential administrative services for the Program Directors and various members of the staff of the General Surgery department.
• Coordinates end-of-year graduations, which includes date selection, venue selection, and meal selection, as well as guest list and RSVPs/meal selections.
• Attends Residency Education Committee meetings and acts as liaison for Program Director when they are absent.
• Coordinates and attends the Program Evaluation Committee meeting and takes notes.
• Works closely with the GME office; attends monthly Program Coordinator meetings sponsored by the GME office.
• Coordinates with Educational Administrator the completion of required GME internal reviews.
• Assists in the completion of credentialing and verification for former residents.
• Provides back-up for Surgical Audit conference.
• Collaborates with Program Directors to set annual program budgets within the Section of Education budget.
• Prepares and submits education event budgets.
• Oversees all financial transactions in all training programs (residency and fellowships) for travel, purchases, testing licenses, etc.
• Uploads and maintains the resident rotation schedule.
• Enters the monthly fellow call schedules.
• Completes personnel forms to hire, promote, and terminate fellows.
• Completes the submission of resident vacation, conference attendance, and interviews.
• Monitors duty hours routinely for completion and violations.
• Assists in the development of automated evaluations and certain changes as needed.
• Assists with the generation of evaluation reports for faculty, residents, and rotations.

Knowledge & Abilities

• Knowledge of course arrangement and academic planning; ability to provide counseling to assist students in course selection, study skills, and career development plans for academic and personal success.
• Knowledge of the operation and application of academic standards and curricular policies; ability to coordinate and support academic activities to enhance the operation and function of the academic or clinical program.
• Knowledge of and ability to manage educational / instructional programs, including research projects, extra-curricular activities, and / or academic planning.
• Knowledge of and the ability to provide new incoming students with a welcoming environment and to help familiarize them with school facilities, policies, services, and expectations for college success and retention.
• Knowledge of the major responsibilities, accountabilities, and organization of a specific business function or area of specialization.

Requirements & Tech Stack

• Proficient in computer software applications.
• ERAS Program Directors Workstation
• Thalamus
• UI Health Care On-Call system
• QGenda scheduling system
• ACLS, ATLS, ATOM
• Clinical Competency Committee
• Program Evaluation Committee
• SSO, ASTS, Fellowship Council, ABA
• ACGME Op Report
• email/outlook accounts
• ABS
• Continuing Medical Education (CME)
• GME
• Iowa Board of Medicine
• Residency Education Committee
• Program Coordinator
• Surgical Audit

Qualifications

• A Bachelor's degree or an equivalent combination of education and experience is required.
• 6 months to 1 year of administrative experience is required.
• Excellent written and verbal communication skills is required.
• Ability to manage small and large group interaction is required.
• Time management and organizational skills is required.
• Must demonstrate the ability to prioritize and accurately complete tasks.

Desired Qualifications

• Administrative experience in health care is desired.
• Previous experience coordinating a training or educational program is highly desirable.
• Experience in a health care environment and familiarity with medical terminology.
• Knowledge of University of Iowa policies, procedures, IT services, and standards.

Work Environment

• Position is located in Iowa City, Iowa.
• Full-time, 40 hours per week.
• This position is not eligible for University sponsorship for employment authorization.
• Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification.