Program Coordinator - Vascular Surgery Residency & Fellowship Programs

The Academic Clinical Program Management Associate functions as the education support person to the Vascular Surgery Program Director, faculty, fellows, residents, students, and other educational staff. This individual also functions as liaison between residents, departments, attending physicians, administration, and outside institutions. This position supports the organizational mission, vision and values of the Vascular Surgery Residency and Fellowship Programs. This position is a member of the General Surgery Core Program Education Team.  

• Utilizes the ERAS, AAMC PDWS, NRMP, and Thalamus to manage recruiting season.
• Assists in screening and evaluating all qualified applicants.
• Communicates with potential applicants via email, Thalamus, etc.
• Organizes all recruitment events including faculty, fellow / resident participation, venue arrangements, meal selection, and preparing materials for all participants.
• Manages online platform for virtual interviews, trains users, and serves as first line tech support and troubleshooting during interviews and related events.
• Corresponds with newly matched fellows and residents.
• Compiles list of matched fellows and residents and contact information to provide to faculty and trainees.
• Coordinates the onboarding 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 residents and fellows including personnel, space, supplies and equipment, and all other necessary matters.
• Setup required accounts for each newly matched fellow and resident (ACGME Op Report, email / Outlook accounts, etc).
• Provides general assistance to fellows / residents including licensing and certification, assisting in the application process to professional associations.
• Verify that fellow / resident credentials and licenses are kept current.
• Maintains records of resident training, including but not limited to ACLS, ATLS, and ATOM course completion; RPVI certification; systems-based project completion; and research completed.
• Schedules, compiles required documentation, and attends semi-annual review meetings, bi-annual informal check-ins taking notes as needed.
• Tracks annual fellow / resident vacation / conference requests.
• Develops and distributes weekly newsletter to division with conference preparation requirements and other relevant information.
• Handles complex personnel and operating details as assigned.
• Responsible for submitting the registration / fees for the in-service exam; coordinating the location and computer system verifications; and assisting in the proctoring of the exam as needed.
• Assists the Administrative Chief Resident in the review of call schedules and maintenance of the fellow / resident call schedules within the UIHC Web On-Call system.
• Assists the program director with the fellowship / residency by ensuring that regulatory and accreditation standards are met, educational activities that support the curriculum are established, departmental policies are created and enforced, and recruitment strategies are implemented so that a highly successful residency program is maintained.
• Supports the accreditation process, including coordinating and actively participating in site visits.
• Demonstrates problem solving, decision-making skills, organizational skills, attention to detail and ability to maintain confidentiality.
• Requires independent judgment and ability to handle stressful situations and highly confidential information.
• Provides confidential secretarial and administrative services for the Program Director.
• Assists in the coordination and attends the faculty review of fellows and residents and program sessions, taking notes.
• Works closely with the GME office; attends monthly Program Coordinator meetings sponsored by the GME office.
• Assist Department of Surgery Research Administrator as needed with IRB submission coordination and other research-related tasks.
• Maintain / update weekly CME conference; maintain CME credits, presenter disclosures, conference evaluations, and bi-annual application.
• Create and develop social media posts on all channels with the goal of increased education program visibility.
• Update website with new information about training program.
• Create, develop, and distribute annual newsletter to current Division of Vascular Surgery members and program alumni.
• Under the direction of the Department Finance Team, develop fiscal year budgets for the Vascular Surgery Residency and the Vascular Surgery Fellowship, which encompasses medical student and residency spending.  
• Reviews the Vascular Surgery Education account at the end of the month comparing actual versus projected spending.
• Process reimbursements via e-vouchers for recruitment events (residency and fellowships).   
• Process the travel request in workflow and arrange the travel for fellow and resident presentations and senior trips.
• Process TEV reimbursement for travel expenses incurred by the fellow / resident during travel.

Department Summary:  The UI Department of Surgery is committed to saving lives and improving our patient's quality of life through excellent surgical techniques and extraordinary patient care. Our surgeons and medical professionals address a wide variety of complex medical issues, from matching donors with recipients in the Organ Transplant Center to providing continuous care for both adult and pediatric trauma victims in the state's only designated Level I Trauma Center and certified regional Burn Treatment Center.

Percent of Time:  100%

Schedule:  Monday through Friday, 8:00 am to 5:00 pm

Location:  Hybrid

This position is eligible for hybrid work within Iowa and will require a work arrangement form to be completed upon the start of your employment. Per policy, work arrangements will be reviewed annually, and must comply with the remote work program related policies and employee travel policy when working at a remote location.

Pay Grade:  3A Pay Structure

Benefits Highlights:

• Regular salaried position located in Iowa City, Iowa.
• Fringe benefit package including paid vacation; sick leave; health, dental, life, and disability insurance options; and generous employer contributions into retirement plans. For more information on benefits, please visit: UIHC Benefits.
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