The University of Minnesota’s Department of Radiation Oncology is seeking a highly qualified and dynamic individual to support and advance their educational mission. The Education Coordinator will provide critical program management and operational support to the residency and medical education programs. This individual will bring outstanding organization, service-mindset, and exceptional communication to optimize our communications, knowledge management, and program support.
The Department of Radiation Oncology annually provides training for 8 residents, 18 graduate students, and approximately 30 medical students. The Education Coordinator provides direction and day to day management of educational activities for assigned residency programs, medical student rotation management and provides residency management support for the Department of Radiation Oncology residency programs. This includes administration of the residency programs by providing education coordination between attending physicians, residents, hospital/clinical sites, institutional and regulatory administrative offices. The Coordinator also works to coordinate human resources functions, budget review and financial processes for the residency programs.
This is a Monday – Friday position that will initially start remote due to COVID-19. In 2021, the position will transition back to mostly in person support.
Program Administration – 60%
Serves as the point of contact for 8 residents on all residency-related matters. Primary communications strategist for all program-related communications, internal and public-facing.
Point of contact for program policy questions. Provide trainee and faculty support as subject-matter expert on processes governing scholarly activity, budgeting (rotation FTE and operational budgets), resident assessment, HR-related matters (PTO, leaves of absence), program agreements, and additional aspects of program management.
Responsible for managing and maintaining templated rotation schedules to fit budgetary, curricular, and service need parameters.
Responsible for the Program Policy Manual, and oversight of activities throughout the year to ensure trainee actions are in compliance with training program Policy Manual.
Responsible for maintaining all current resident and alumni records. Reviews all requirements for completion of training program, audit status of all trainees to determine requirements for their next level of training, maintain alumni database and prepare final verification of training documents (summative evaluation and training verification forms); and complete request for training verifications.
Manages of onboarding and orientation activities. Manage programmatic events including workshops, conferences, required exams, and graduation.
Partners with Program Directors, and Chief Resident to implement programmatic changes and process improvements.
Responsible for scheduling physics graduate program courses, scheduling the departmental classrooms through ASTRA, and coordinating the scheduling of courses to avoid conflict with other programs each semester.
Leads and coordinates events (orientation, welcome luncheon, research symposium, graduation banquets, job fair, recognition events) which support the residency programs.
Manages all components of Medical Student rotations including, onboarding and offboarding, scheduling rotations, entering grades, electronic meeting management and related Webex recording; and exam-related activities.
Work on program-specific projects as time and program priorities permit.
Maintain program compliance with accrediting and governing bodies – 15%
Partners with the Program Director to ensure that the program and trainees are compliant with all ACGME, AAPM, and CAMPEP policies and administrative requirements. Duties include annual Web Based Accreditation Data System (Web ADS) update and resident and faculty survey completions, on which continued accreditation is based. Responsible for coordination of events and preparation of required documents in the event of a program site visit.
Responsible for understanding curricular requirements and the implications of leaves on board certification eligibility. Manages program requirements and resident progress to facilitate board certification eligibility for residents with both certifying boards.
National Resident Matching Program (NRMP): Manages program compliance with matching program registration, deadlines and policies.
Responsible for ensuring all University of Minnesota policies and procedures are followed. Submits documentation and data reports to Office of Graduate Medical Education as required.
Resident Recruitment & Onboarding - 15%:
Manages all aspects of annual recruitment season while serving as primary contact for applicants and faculty
Manages program use of the Electronic Residency Application System (ERAS), the system used to manage applicants participating in the National Resident Matching Program (NRMP).
Develops and/or update recruitment marketing documents, departmental website, multimedia promotion. Screens incoming applications for Program Director.
Coordinates and participates in recruitment days.
Additional duties include, but are not limited to, coordination of hotel, food, and events so as not to exceed programmatic budget.
Additional Responsibilities - 10%:
Performs special projects and other duties as assigned by supervisor.
The University of Minnesota offers a comprehensive benefits package including:
· Competitive wages, paid holidays, vacation and sick leave
· Low cost medical, dental, and pharmacy plans
· Health care and dependent daycare flexible spending accounts
· Excellent retirement plans with employer match
· Disability and employer paid life insurance
· Wellbeing program with reduced insurance premiums
· Tuition reimbursement opportunities covering 75%-100% of eligible tuition
All required qualifications must be documented on application materials.
BA/BS or a combination of related education and work experience to equal four years
Demonstrated proficiency with databases / information systems and applications such as MedHub, New Innovations, PeopleSoft, Canvas, etc.
Microsoft Office & Google Office product proficiency including strong excel skills
Experience effectively managing small to mid-size programs/projects
Ability to exercise independent judgment and decision making skills
Strong interpersonal & communication skills
Excellent accuracy and ability to self-check accuracy of work
Ability to work independently and proactively
Strong problem solving skills
Experience supporting Graduate Medical Education programs
Near and long-term project planning and management, and process improvement skills
Training in and knowledge of University of Minnesota systems, policies and procedures including EFS and PeopleSoft.
Strategic communications thinking.
Internal Number: 337364
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.