General Surgery Residency Coordinator

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!OverviewReporting to the Manager of the Office of Education in the Department of Surgery, the General Surgery Residency Program Coordinator will support the General Surgery Residency program within the Department of Surgery. The Residency program includes 76 trainees, rotating at multiple hospitals. General Surgery Residency training is 5-7 years, with a research component.This position is Hybrid (2-3 days onsite/week) with Overtime REQUIRED a few times out of the year. (Interview Season, Service Exams and Graduation).Breadth and Scope of the Residency Program:To manage, coordinate, and support all educational opportunities and programs in the department – cross coverage with other ACGME residencies. Leading the change in surgical education and working to develop the future leaders in academic surgery.Responsibilities will include the following:Provide high level administrative support to the Program Director and Associate Program Directors for the general surgery residency.Serve as principal source of information to trainees, staff, and faculty on all residency related projects and activities.Work with various project management and spreadsheet software programs to maintain timelines and track resource allocation, performance metrics and other project related information.Communicate with all team members as necessary to monitor and ensure timely completion of deliverables.Monitor expenditures and reconcile financial statements to ensure compliance with budgetary parameters and guidelines.Compose substantive correspondence and written materials; assist with communication of project status and other information, as necessary.Determine logistical needs for meetings, including developing and assembling meeting materials, arranging meeting rooms, catering, and transportation, as necessary.Assist and support the Program Director with ACGME-conducted accreditation site visits for the Surgery Residency Program.Compile and submit reports to ACGME, American Board of Surgery, and other professional organizations as required.Coordinate residency recruitment, credentialing, onboarding, and offboarding.Website maintenance.Plan and coordinate residency graduation, chief graduations, and other residency events, as necessary.Provide administrative cross-coverage in the Office of Education as needed. Mandatory overtime for the following: in-service exams (weekend), Chief Graduation Dinner (evening), and interview season (extended workdays ~7 days between November and February).Oversees the entire Residency process to ensure compliance and smooth operations. This includes, but is not limited to: preparation and maintenance of documents, forms and other relevant materials.Checks and verifies accuracy of the data entered into the system. Tracks confidential performance evaluations (residents/faculty) through specified software programs (Med-Hub). Ensure accurate and complete information for GME office, FRIEDA, NRMP, ACGME, Web ADS, ABS, Med-Hub.Plans, coordinates, and organizes surgical education related meetings/lectures in the Department University and YNHH employees as part of the ACGME requirements.Performs data entry duties pertaining to trainee work hours and continuity of clinics. Monitors and tracks residents’ vacations and leave of absences in MedHub or other systems/programs as applicable. Notifies the Residency Director when duty hour violations occur.Creates check requests and i-expense submittals for educational fund reimbursements. Monitors/distributes educational fund balances to Program Directors, Program Coordinators, and trainees. Monitors travel expense fund and conference attendance.Tracks appointment and reappointment letters.Ensures trainee compliance with ACGME established policies and procedures. Supports program directors in meeting regulatory requirements. Responds to all post-fellowship documentation verification requests from hospitals/academic institutions.Provides administrative support in preparation for ACGME-conducted accreditation site visits for Residency Programs.At times, may be asked to participate in YNHH meetings and directives and initiate change.Maintains web-based ACGME accreditation surveys for the Residency Programs.Compiles and submits reports to ACGME and other professional organizations as required.Provides administrative support to program directors and associate program directors, including scheduling of meetings, preparation of agendas, recording and maintaining meeting minutes, development of reports.Assists in administrating faculty and trainee development and recruitment of trainees.Determines administrative, facility, and equipment needs for lectures, seminars, and conferences. Determines sources of data and maintains attendance records; compiles, synthesizes, and manipulates data. Summarizes findings and writes reports or portions of reports.Coordinate yearly graduation event.Performs any other duties as assigned.Required Skills and Abilities1. Demonstrated experience with advanced administrative skills in an administrative support position, including handling complicated schedules, calendars, expense processing, coordinating meetings, organizing events and all logistics associated with events and projects.2. Strong analytical, organizational, oral, and written communication skills. Demonstrated ability drafting letters and other written materials. Ability to format, proofread, and edit various documents.3. Advanced computer proficiency, specifically knowledge of Microsoft Office including Word, Excel, Outlook, SharePoint, and OneDrive. Ability to learn new IT systems, software programs, maintain databases, spreadshee