Administrative Coordinator

Department Overview

The OHSU Department of Surgery is comprised of nine integrated yet independent surgery divisions: Abdominal Organ Transplantation, Bariatric, Cardiothoracic, Gastrointestinal and General, Pediatric, Plastic and Reconstructive, Oncology, Trauma and Acute Care and Vascular Surgery. Our department is built on a culture of community and a history of innovative and interdisciplinary collaboration. Our faculty are dedicated to excellence in education, research, scholarship and clinical practice. We also house one of the largest general surgery residency programs in the country and offer surgery fellowships in all of our disciplines. OHSU as a teaching hospital is fully supported by each of our faculty and staff.

 

This position supports the coordination of resident educational activities for the general surgery residency (100+resident physicians) under the direction of the Vice Chair of Education and Professional Development, Vice Chair of Administration and the Educational Programs Manager. Provides direct support to the Program Director in Surgery, Vice Chair of Education and Professional Development.

Function/Duties of Position

Resident Coordination:

• Respond to inquiries from applicants and current residents, which requires interpretation of OHSU GME and ACGME policies; refer to Education team when necessary.
• Works with the Vice Chair of Education and Professional Development/ Program Director to ensure compliance with ACGME requirements.
• Involved in coordination of intern recruitment and orientation processes.  
• Complete training verifications for past and present trainees. Build Qualtrics surveys for data collection as requested.  
• Understand and ensure compliance with American Board of Surgery Qualifying exam requirements in order to support chief resident application for certification, and ensure all elements of the application are complete. 
• Co-proctor the American Board of Surgery In-Training Exam. 
• Coordinates and monitors compliance of required biannual meetings of residents with their faculty advisors.
• Support proctoring mandate with Education team members.
• Assist Education Manager with exam set-up in the BICC, day-of-exam necessities (seating chart, distribution of exam ID numbers).
• Support Education Manager with onboarding trainees at external sites, specifically: credentialing in the Providence, Legacy, and Kaiser systems.
• Prepare and present Department of Surgery-specific introduction to internship/residency with Education Manager and Education team members. 

Data Interpretation and Management: 

• Utilize Qualtrics, Word, PowerPoint, SharePoint, OneDrive, Smartsheet and Excel to develop support processes/systems to facilitate improvement of and efficiency in completing individual and team tasks.  
• Utilize current Resident Management system (Med Hub) to generate data for evaluations of residents and faculty.
• Support Program Director correspondence of annual performance to Site Directors, Division Chiefs, and all faculty by providing collected and summarized data. 
• Compile data for bi-annual resident/advisor reviews and assist in preparation for bi-annual Clinical Competency
• Committee meetings. Track and manage completion of bi-annual advising meetings. Communicate with deficient faculty and residents who have failed to complete meeting and associated tasks in a timely manner. 
• Works with Program Director to monitor ACGME case log submission and need for schedule adjustments to meet case minimums required by the ACGME and the American Board of Surgery. 

Administrative:

• Provides calendar management and direct support to the Program Director in Surgery, Vice Chair of Education and Professional Development. 
• Facilitates interviews between Program Director and intern applicants during recruitment.
• Respond to inquiries from internal and external customers, including but not limited to medical students, residents, fellows, faculty, shared resident coordinators, off-site coordinators.
• Act as a liaison for numerous professional organizations and other clients. Coordinate visitors, guests, volunteers, and applicants. 
• Maintain education records and files.
• Generates flyers, mailings, and rosters.
• Assist in preparing the Chair’s banquet slide show and provide day of support. 

Other: 

• These duties may include but are not limited to assisting with other administrative tasks as determined by the Department of Surgery Education team, retrieving and distributing department mail, phone and email communication with students, residents, faculty, and organizing department documentation while maintaining confidential