PRIMARY FUNCTION:

Manage and coordinate logistics of the Education Division of the Department of Surgery to include Residency, Fellowship, and Undergraduate Programs.

This position requires employee to work closely with the Residency Program Director, Fellowship Program Directors, and the Chairman of Department of Surgery on educational goals, plans and special projects. Act as liaison between UME/GME Offices and Program Directors; provide advice and direction to residents with respect to all professional and non-professional problems. Instruct and advise Fellows, Chief Residents and housestaff on policies and procedures of the Department of Surgery, Thomas Jefferson University, and Thomas Jefferson University Hospital.

Supervise fellowship coordinators in various Clinical Divisions. Receive applications, review applicant information, and arrange faculty review of applications. Organize and supervise all aspects of applicant reception and interview days. Assist in ranking of prospective residents and submit national rank list to the NRMP. Coordinate the orientation for incoming Housestaff and Fellows.

Ensure that all residents and fellows complete forms for ACGME, personnel, payroll, benefits, certifications, contracts, deferments, verifications, etc. Oversee the evaluation process of Faculty and Housestaff.

CORE FUNCTIONS AND COMPETENCIES:

• Manages and coordinates Graduate/Undergraduate Education Program logistics.
• Supervises fellowship coordinators in various clinical divisions. Meets with coordinators on a monthly basis to instruct and act as an educational resource.
• Manages work hour requirements for residents/fellows
• Assists Program Directors in maintaining a training program that meets all the requirements of the ACGME and other regulatory agencies.
• Assists in the implementation of the Core Competencies as defined by the ACGME.
• Manages and maintains residents’ and fellows’ case log entries.
• Plans and organizes orientation for new surgical residents and fellows to include lectures and hands-on training.
• Prepares and completes American Medical Association survey and American Board of Surgery roster.
• Resolves administrative and logistical problems and transactions collaborating with State/Federal/International agencies and institutions.
• Manages the budget for Grand Rounds.
• Prepares and completes rotation schedules for residents.
• Coordinates American Board of Surgery In-Training Examination including seating charts and test reviews.
• Represents the Program Director to other university offices, the public or outside agencies.
• Compiles and tabulates data for surveys, questionnaires, census reports, accreditation reports and other forms and documents required by other agencies.
• Ensures certification and recertification of ATLS and ACLS.
• Coordinates mid-year and end-of-year evaluations of residents and fellows with Program Directors.
• Directs the work flow and supervises the necessary administrative paperwork, records and complex filing systems to support program.
• Interviews, selects and supervises office personnel to include Education Program Secretary and several Fellowship Coordinators.
• Implements and updates program management information. Counsels residents regarding alternative methods of solving problems and conflicts.
• Advises residents regarding vacation, academic trips and all other personnel policy related issues.
• Coordinates all departmental observerships for trained surgeons within all clinical divisions.
• Coordinates vacation schedule for all residents.
• Counsels residents regarding alternative methods of solving problems and conflicts.
• Advises residents regarding vacation, academic trips and all other personnel policy related issues.
• Coordinates vacation schedule for all residents and fellows.
• Prepares and distributes survival guide for new residents.
• Organizes schedules and prioritizes work for self and others to meet deadlines.
• Performs all responsibilities of Undergraduate Education Coordinator, General Education Coordinator and Fellowship Coordinators in his/her absence.
• Plans and organizes the Chief Graduation Banquet.
• Presents and teaches at National Education Meetings.

Recruitment and Selection:

• Creates, designs and manages residency program recruitment plan, time line, and guidelines.
• Screens applications of residency candidates through the Electronic Residency Application System.
• Coordinates applicant interviews, itineraries, travel arrangements, match sessions and statistics.
• Develops any and all materials for disbursement to candidates and/or faculty.
• Coordinates calls to “top prospects”.
• Plans and organizes Rank Night with all faculty and chief residents.
• Prepares and submits preliminary and final ranking list.
• Evaluates trends in residency recruitment and program development.

Demonstrates commitment to our core values of excellence and innovation, integrity and respect, teamwork and communication.

Promotes safety and the prevention of injury. Understands emergency procedures and demonstrates appropriate response. Involves staff in the identification of system issues and development of corrective actions. Educates, involves and supports staff in error/event reporting. Problem identification, problem resolution and compliance with all licensing/regulatory bodies, as applicable.

EDUCATIONAL/TRAINING REQUIREMENTS:

CERTIFICATES, LICENSES, AND REGISTRATION:

Certified TAGME (National Board of Certification for Training Administrators of Graduate Medical Education) preferred

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EXPERIENCE REQUIREMENTS:

Seven to ten years experience performing related duties including at least 5 years experience in a Residency Training Program or equivalent environment.

Jefferson includes Thomas Jefferson University and Jefferson Health, a dynamic university and health system with broad reach across the Delaware Valley. Jefferson is the second largest employer in Philadelphia and the largest health system in Philadelphia based on total licensed beds.

Through the merger of Thomas Jefferson University and Philadelphia University in 2017, our University includes ten colleges and four schools. We are an NCAA Division II university and an R2 national doctoral university offering undergraduate and graduate-level programs that provide students with a forward-thinking education in architecture, business, design, engineering, fashion and textiles, health, medicine and social science.

Jefferson Health, the clinical arm of Thomas Jefferson University, has grown from a three-hospital academic health center in 2015, to an 18-hospital health system through mergers and combinations that include hospitals at Abington Health, Aria Health, Kennedy Health, Magee Rehabilitation and Einstein Healthcare Network. We have over 50 outpatient and urgent care centers; ten Magnet®-designated hospitals (recognized by the ANCC for nursing excellence); the NCI-designated Sidney Kimmel Cancer Center (one of only 70 in the country and one of only two in the region); and one of the largest faculty-based telehealth networks in the country. In 2021, Jefferson Health became the sole owner of HealthPartners Plan, a not-for-profit health maintenance organization in Southeastern Pennsylvania. We are the first health system regionally to create an aligned payer-provider partnership.

Jefferson’s mission, vision and values create an organization that attracts the best and the brightest students, faculty, staff, and healthcare professionals, as well as the most visionary leaders to drive exceptional results.

• OUR MISSION: We improve lives.
• OUR VISION: Reimagining health, education and discovery to create unparalleled value
• OUR VALUES: Put People First, Be Bold & Think Differently and Do the Right Thing

As an employer, Jefferson maintains a commitment to provide equal access to employment. Jefferson values diversity and encourages applications from women, members of minority groups, LGBTQ individuals, disabled individuals, and veterans.