General Surgery Assistant Coordinator - Surgical Education Office

Job Posting Title: General Surgery Assistant Coordinator
Job Code: 8208A1 - Administrative Associate 1

All required qualifications must be documented in the application materials.

About the Job
This position is responsible for:
* Assisting the General Surgery Residency Program's Director and Administrator with event management, program coordination, and data management.
* The successful candidate will develop and oversee administrative and operational workflows for assigned projects, ensuring effective execution of tasks.
* The candidate MUST be able to work autonomously and collaboratively, sometimes outside the regular M-F workday.

This is a hybrid position. The position usually works 1 day per week in person and 4 days per week at home. The employee is required to attend pre-planned in-person and virtual events on an ad hoc basis throughout the year.

75% General Surgery Program Administration

Recruitment, Mock Orals, Graduation, PGY-4 Leadership, and PGY-1 Onboarding
* Recruitment: Host the Q&A recruitment sessions within the event's day; create interview folders for the interviewing faculty; call candidates during SOAP week; provide backup support for the Program Administrator.
* Mock Orals: Oversee and lead the administrative and operational workflow for these biannual events, including recruiting faculty, notifying senior-resident trainees of the exam, creating the mock oral schedule, putting together mock oral test packets, and running the virtual mock oral exams on exam day. Additionally, I generate result letters, input scores into RMS, and create results PPT to show at SEC and SEO.
* Graduation: Lead award process and certificate generation given out at graduation
* PGY-4 Leadership Course: Plan and oversee the annual 3-day Rising PGY4 Leadership Course.
* PGY-1 Orientation: Plan and oversee the annual PGY-1 Orientation week for 23 new first-year residents, including simulation, speaker scheduling, mock pages scheduling, intern shadowing at hospital sites, all food orders, and Saturday intern BBQ

Accreditation Activities
* Oversees and maintains various program electronic filing systems to help support document compliance and record-keeping, including the Resident Management System (RMS), ACGME WebAds, and other software systems.
Gathering, compiling, and entering resident information within, maintaining, and evaluating data for accuracy and completeness.
Pull data requested for annual site visits and various program meetings that occur on a frequent cadence and ad hoc basis.
* Responsible for maintaining trainee paper file compliance and completion in 11-145 PWB SEO Office

Meeting Coordination
* Create and coordinate the scheduling of various annual and ad hoc meetings, communicating with all involved parties through the program's year-round online calendar and email.

Call Scheduling
* Leads the administrative oversight, coordination, and maintenance of a complex surgery block/call schedule and a time away database for 55 residents via Amion, Amcom, and RMS
* Recommends plans to adapt to changing program requirements and/or hospital dynamics with support from standing policies and procedures to improve the inefficiencies and effectiveness of call scheduling

Resident Evaluations
* Responsible for creating reports for mid-year and year-end CCC resident evaluation meetings, including document collecting and collation.
* Document and align processes effectively and efficiently.

Administrative:
* Participates in various weekly and monthly program and administrative planning meetings.
Weekly Monday program meetings
Weekly Tuesday office meetings
Weekly Friday administrative team meetings
Monthly Thursday office administrative meetings
* Responsible for the administrative and operational workflow of the SIMPL database, including managing detailed reports and recordkeeping of users and data within.
* Responsible for the administrative and operational workflow of the EPA database, a new requirement for the American Board of Surgery board application.
Frequent communication with key stakeholders, including site attendings, trainees, and system administrators, to make sure all databases are up-to-date.
* Assist with ordering program supplies, reserving rooms, and arranging for food.
* Oversees the execution of weekend ABSITE exams for residents on night float and call
* Cross-coverage support for the general surgery and UME Clerkship teams.

25% General Surgery Simulation Support
* Participate in the development, implementation, and continued operation of current and new curricula for PGY1-5 residents, overseen by the Simulation Director.
The curriculum includes PGY1-2 training sessions, resident FES/FLS testing, and Robotics training.
* Ensure simulation documentation is up to date.
* Oversee meetings between the Simulation Director and MSimulation staff to ensure that all simulation tasks are moving forward.
* Assign faculty, under the guidance of the program director and simulation director, to teach courses within the curriculum, ensuring qualified instructors lead each session.
* Register for MSim space each semester and maintain FLS lap trainer supplies.

All required qualifications must be included in the application materials

Required Qualifications:
* BA/BS or a combination of education and work experience to equal at least four years
* Outstanding communication (oral and written), interpersonal, and organizational skills with keen attention to detail
* Demonstrated excellence in project management
* Demonstrated excellence with RMS (Residency Management System)
* Demonstrated ability to move multiple projects forward at the same time
* Appreciation for ambiguity and changing priorities

Preferred Qualifications:
* Work experience in a higher education setting
* Strong Excel and/or data analytic skills
* Demonstrated ability to work across varying levels of an organization, i.e., leadership, colleagues, and trainees

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.

To learn more about the Department of Surgery, please visit https://med.umn.edu/surgery

Pay Range: $43,867 - $70,000; depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• The University offers a comprehensive benefits package that includes:
• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).