Medical Education Program Coordinator, Department of Surgery

The University of Virginia School of Medicine's Department of Surgery is seeking a Medical Education Program Coordinator to oversee the General Surgery Residency, Resident Simulation, and Visiting Trainee programs. This role also includes cross-training in the Cardiothoracic, Vascular Surgery, and Surgery Clerkship programs to provide additional support as needed.

In this position, you will be responsible for ensuring the smooth operation of daily activities and managing administrative tasks related to the trainees, program directors, and administrators. This includes planning, preparing, and implementing educational programs, orientations, workshops, and CME events. You will develop and manage educational materials, coordinate calendars, and ensure compliance with relevant national standards.

The successful candidate will have strong organizational and communication skills, attention to detail, and experience in educational coordination or a similar administrative role. Your ability to manage complex schedules, ensure compliance, and work both independently and as part of a team will be essential for success in this role. This position will be a vital part of the Education Team, providing critical support to ensure the effective delivery and success of our educational programs.

The successful candidate will:

• Collaborate with course leadership to develop academic schedules, distribute materials/instructions for students, residents, and faculty, and coordinate with other UVa faculty/administrators.
• Manage the General Surgery Simulation Training Program.
• Onboarding process for departmental visiting trainees.
• Maintain resident trainee schedules in QGenda.
• Enter schedules for trainees; monitor duty hours and run report for semi-annual reviews.
• Prepare pre-approvals and submit travel reimbursements for trainee travel and other expenses.
• Assist in all aspects of the program as needed.
• Schedule space and organize necessary materials for events and resources.
• Mentor program participants, tracking, and communicating progress.
• Recruitment of students.
• Curriculum administration.
• Resolve participant-related issues related to academics, policies and procedures, degree completion, stipends and housing.
• Provide daily on-site logistical support including: setting up/resetting rooms, collecting paperwork from residents and faculty, setting up supplies, and providing assistance as needed.
• Coordinate and attend required meetings for the program with program administration, faculty, and trainees.
• Collect and interpret data regarding recruitment, enrollment, progress, retention, and graduation requirements of program participants.
• Monitor and assist with the completion of graduation requirements.
• Oversee and run trainee activities including: organization of simulation labs with faculty and trainees, and tracking trainee progress throughout the program.
• Provide administrative support as required for program, program directors, trainees, department, and education team.
• Assist with departmental events as needed.
• Financial duties include: the management of funds related to the simulation program, utilizing multiple systems for purchasing, and setting up catering orders, etc.
• The role requires occasional attendance or facilitation of events outside of standard working hours. Flexibility to participate in these events, which may include evenings or weekends, is essential.
• In addition to the above job responsibilities, other duties may be assigned.

MINIMUM REQUIREMENTS:

• Education: High School Diploma.
• Experience: Two years of administrative support experience. Bachelor's degree may substitute for experience.

PREFERRED REQUIREMENTS:

• Education: Bachelor's degree or equivalent.
• Experience: Two years relevant experience, preferably in Medical Education. Experience in Qgenda, ERAS , ACGME ADS , New Innovations, and Qualtrics.

Applicants must be highly organized and have excellent written/verbal communication skills, interpersonal skills, as well as the ability to juggle multiple projects, adapt to changing priorities, and meet deadlines. A working knowledge of Microsoft Word, Excel, and Outlook is required, as well as the ability to use Zoom.

This position will remain open until filled. This is a non-exempt level, benefited position. For more information on the benefits at UVA, visit hr.virginia.edu/benefits . This position is a restricted position and is dependent upon project need, availability of funding, and performance.

This position is located in Charlottesville, VA and is eligible for a hybrid schedule.

The University will perform background checks on all new hires prior to employment. A completed health screen is required for this position.

To Apply:

Please apply through the UVA job board , and search for R0064940. Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs'. Complete an application online with the following documents:

• Cover letter
• Curriculum vitae (CV)

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

References will be completed via UVA's standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.

For questions about the application process, please contact Jessica Russo, Recruiter, at sxv9zv@virginia.edu .

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/ .

The University of Virginia, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.