Program Assistant - Surgery

Surgical Program Coordinator

Under administrative direction of the Administrative Assistant, this position provides expertise to, management and coordination of the educational programs in the department of Surgery. The position serves as liaison / advisor to faculty and residents. The position requires knowledge of development activities, the residency training program and needed technical specifications to serve the needs of the program. To a lesser extent, the position also supports administrative functions including confidential non-salaried appointments, promotional packets and expense accounts.

Duties & Responsibilities

• Under the direction of the Chair, Program Director, and the Director of Surgical Education, develops, designs and implements elements necessary to produce departmental educational programs.
• Administers and coordinates department skills training for residents in the form of procedural skills labs, cadaver labs, team training, FES and FLS courses and other simulation courses as needed.
• Acting as a liaison for the department and within the scope and knowledge of program needs, coordinates logistics, supplies and equipment through Jump simulation and education center and various internal and external constituents such as industry representatives / subject matter experts to implement above activities.
• Ensures appropriate location, enlists faculty educators, develops timelines, facilitates curriculum composition and development, and collaborates with other departments in multi-disciplinary training.
• Tracks resident and faculty completion and engagement at educational activities and summarizes these for reports.
• Working with the Director of Surgical Education and Program Director, develops and provides educational performance data collection and outcomes reports for above educational activities.
• Represents the department on the Education committees, Quality and Safety Committee and as needed on educational work groups.
• Assists Chair and Residency Program Director in determining unit goals, SOP's and objectives for the department didactic programs, including conferences, symposia, and lectureships.
• Performs all necessary communication and logistics to support the above activities. Invites and interacts with distinguished guest lecturers and arranges itineraries, travel and speaker dinners.
• Monitors fiscal transactions of educational accounts used for conferences, guest speakers, and educational materials Prepares reports and budget projections of these educational accounts and keeps management abreast of expenditures.
• Prepares evaluations for and compiles Continuing Medical Education materials for weekly and quarterly reporting of any department educational didactics, including Grand Rounds and Mortality and Morbidity Case Conference.
• Ensures follow up of Quality / Improvement action items from all Mortality and Morbidity Case Conferences and tracks completion and presentation dates for monthly Q / I conference.
• Compiles and distributes comprehensive monthly education conference schedule to all faculty and residents.
• Stays abreast of industry trends. Responsible for preparation and completion of non-salary appointment paperwork for department faculty and residents. This includes compiling confidential information for promotion packets for current faculty, tracking faculty involvement for promotions, and completion of and submission of final promotion packets.
• Creates, reviews and submits invoices and expenses for the department, including purchase orders and recurring expenses. Advises the Administrative Assistant on departmental expense accounts as needed to maintain budget and prepare for annual budget. Tracks and reconciles departmental expenses in My U-Financials and maintains an itemized record of expenditures relative to state, revolving, MSP research, foundation and grant funds. Advises the Administrative Assistant on departmental expense accounts as needed to maintain and prepare for the annual budget.