Neurosurgery Residency Program Specialist

The function of this position is to assist with the coordination of the Neurosurgery Residency Program, providing support to the Program Director. This position provides the necessary support for the smooth and efficient operation of the Neurosurgery Residency Program.

Neurosurgery Residency Program 100%

1. Assist with the coordination, operation and management of the Neurosurgery Residency Program.
2. Responsible for initiating the schedule of residency activities as well as regularly communicating such information to faculty, residents, staff and other related personnel. These include preparation and distribution of the annual master schedule, monthly on-call schedule and monthly conference schedule including titles, presenters, dates, location and times. Preparation and distribution of weekly schedule, which includes conferences, rotators, faculty and resident call schedules, clinical and OR scheduling.
3. Create and maintain personnel records on all Neurosurgery residents.
4. Organize educational programming and assist Program Director in accreditation efforts and support of residents outlined in ACGME Common Program Requirements and Neurosurgery Program Requirements.
5. CoordinatetheyearlyrotationschedulesofNeurosurgeryandsubspecialtyservices.
6. Answer and manage all telephone calls, emails, and faxes regarding the Neurosurgery Residency Program.
7. Maintain organization of past electronic and paper documents to ensure availability and retrieval of information on said documents.
8. Assist with scheduling of residency activities as well as regularly communicating such information to faculty, residents, staff and other related personnel. These include preparation and distribution of the annual master schedule, monthly on-call schedule and monthly conference schedule including titles, presenters, dates, location and times. Preparation and distribution of weekly schedule, which includes conferences, rotators, faculty and resident call schedules, clinical and OR scheduling.
9. Process credentialing assessmentsonformerresidentstobeusedforcredentialingforfellowship programs, state licensing agencies and employing hospitals by review offices. Submit in a timely manner to requestor.
10. Coordinate regularly scheduled core conferences and other educational activities for Neurosurgery residents, faculty and staff.
11. Manage and Oversee Journal Club Meetings
12. Serve as a liaison to residents and students regarding education and related programs offered by the Division of Neurosurgery and the University.
    1. Serves as advisor for resident/student activities.
    2. Advise and monitor residents/students regarding requirements for meeting these curriculum of the Division.
    3. Provide overall organization of the resident/student activities and provide necessary assistance.
    4. Furnishinformationtoresidentsregardingfinancialassistance,workassistance,work opportunities and scholarships.
    5. Keep confidential records of student/resident performance evaluations.
13. Assists with the interview process, whether in-person or virtual, for the residency program. This includes development and maintenance of program recruitment materials, logging faculty interview comments of applicants, coordination of NRMP and ERAS systems, ensuring NRMP Code of Conduct is followed, scheduling all recruitment activities.
14. Coordinate Clinical Competency Committee Meetings semi-annually.
15. Coordinate Program Evaluation Committee Meetings semi-annually.
16. Prepare and enter Annual Program Evaluation (APE) and Action Plan report and enter into New Innovations.
17. Assist program director in preparation for Annual Updates in the ACGME WebAd, GME Track and NRMP database.
18. Compose correspondence, memos, reports and recommendation letters. Provide verification of training on past and present residents requesting hospital privileges as well as practice opportunities.
19. Prepare annual contracts for all residents and submit to GME Office.
20. Schedule residents for semi-annual evaluation sessions with Program Director and record such reports.
21. Process performance evaluation for residents and send to proper faculty and attending physicians for completion. Document that all evaluations are returned and that information is properly recorded.
22. Assist with organizing and implementing case evaluation schedule for core surgical cases within the scope of the Neurosurgery service in accordance with the American Board of Neurological Surgeons standards.
23. Notify and complete all materials for the In-Service Examination for residents.
24. Assist in preparing and completing annual program surveys. Verify all program information and demographics regarding the current residents as well as incoming and graduating residents.
25. Maintain edits and prepare information related to policies and procedures to be included in the residency handbook.
26. Review and edit documents prepared by the Residency Program Director for content, spelling, punctuation, syntax and format.
27. Review Residency Program Director's mail and determine which items require a response within the scope of the Director's duties. Provide drafts/final copies of these responses when appropriate.
28. Arrangealldetailsofresidentattendanceatawayconferencesandpresentationsincludingtravel.
29. Complete registration forms and out-of-state travel request forms for attendance at meetings.
30. Prepare travel vouchers and maintain a travel budget for each resident.
31. Maintain database of resident sick leave, educational leave and use of vacation time to ensure ABNS guidelines are followed.
32. MaintaindatabaseofinformationforresidentsandfacultyinNewInnovations
33. Monitor duty hour completion on a monthly basis of the residents. Check for duty hour violations monthly and report issues to Program Director.
34. Arrangeandcoordinatesocialfunctionsrelatedtotheresidencyprogram,creatinginvitationsand guestlists, plan menu with input of residents and faculty, secure venue and catering, completing all forms for submission to accounting for payment for several social events.
35. Coordinate resident elective experience in the surgical skills lab. Provide agenda flyers, session planners sign in sheets, record attendance, and secure additional conference location if needed.
36. Coordinate the faculty assignments for M&M conference, distribute to the residents, faculty and clinical faculty in advance.
37. Assist with monthly call schedules for St John's Hospital, Memorial Medical Center and SIU call center.
38. Schedule catering for all resident conferences throughout the academic year, as needed.
39. Record and track expenses, reimbursements, P-Card transactions and other program financial businessincompliancewiththeStateofIllinoispurchasingregulationsandfoundationguidelines.
40. Support teaching responsibilities, including the scheduling of resident and student conferences and arrange/prepare slides and printed material as necessary.
41. Participates in learning activities to gain and maintain sufficient knowledge and proficiency in ongoing job requirements, accreditation standards and board requirements. This may include local, regional and national coordinator conferences and workshops.

1. High school diploma or equivalent.
2. Any one or combination totaling four (4) years (48 months), from the categories below:
   1. College coursework in medical education, education, communications, public relations, or a closely related field as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
      • Associate's Degree (60 semester hours) equals eighteen months (18 months)
      • 90 semester hours equals two (2) years (24 months)
      • Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
   2. Progressively more responsible clerical or secretarial experience, including a background in electronic word processing and database management systems.

If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

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