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Administrative Coordinator - Department of Surgery

Job ID: 43488
Location: Chapel Hill, NC
Facility/Division: UNC Faculty Physicians
Status: Full Time
Shift: Day Job

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Job Description


Become part of an inclusive organization with over 40,000 diverse employees, whose mission is to improve the health and well-being of the unique communities we serve.

The Department of Surgery continues to grow and evolve with the addition of new physicians, new programs and new research activities. This position will serve as the Residency Coordinator assisting with surgery residency and fellowship programs.


Resident/Fellow Schedules 

• In consultation with the Program Director, maintain resident/fellow schedules, including annual rotation schedules, call schedules, and clinic schedules; maintain current schedules in MedHub, and update as necessary in accordance with institutional procedures;

 • Make necessary revisions to schedules, and coordinate changes with affiliated sites and personnel throughout year;

 • Regularly coordinate information and activities with other services, sites, and departments, including rotation/call schedules, evaluations, conferences, interviews, room/course scheduling; 

• Communicate schedules to the hospitals, clinics, paging operators as needed;

 • Advise and counsel residents/fellows concerning ABMS-specialty board and training track educational requirements, adjusting schedules to meet requirements when needed; and 

• Manage off-site rotation schedules (affiliated institutions, away rotations). 


• Assist the Program Director in development of program evaluations that measure resident/fellow performance, faculty performance, educational content of rotations, and the program, ensuring these are written in competency-based language, as necessary; 

• Identify methods for obtaining evaluations by outside evaluators, including nurses, patients/patient families, staff, technicians, etc. (e.g. 360 evaluations);

 • Administer the evaluation process for the program in MedHub, and ensure timely completion by evaluators; 

• Coordinate feedback process regarding rotation evaluations; analyze evaluation data and develop recommendations for curricular and service changes as needed;

 • Coordinate/facilitate and maintain records of the meetings of the Clinical Competency and Program Evaluation Committees;

 • Assist the program director in the timely completion of semi-annual Milestone evaluations of residents/fellows, and coordinate resident/fellow semi-annual reviews;

 • Ensure timely completion of Summative evaluations by the Program Director for graduating residents/fellows; 

• Ensure completion of confidential annual program evaluations by residents/fellows and faculty;

 • Assist in the evaluation of faculty performance as it relates to the education program, incorporating confidential evaluations from residents/fellows; and 

• Assist the Program Director with the Annual Program Evaluation process. 

Resident/Fellow Recruitment, Onboarding, Orientation, and Graduation/Completion 

• In collaboration with the Program Director, establish program-specific policies and procedures for candidate recruitment; 

• Coordinate marketing activities for program; 

• Update and manage program information in ERAS (Electronic Residency Application Service), NRMP, SF Match, or appropriate matching service for the specialty; 

• Manage program information application submissions in ERAS, as applicable;

 • Coordinate application review process, contact applicants for interviews, schedule and manage interview day activities; 

• Ensure adherence to National Resident Matching Program (NRMP) requirements and deadlines; 

Other Information

Education Requirements:
● High School diploma or GED
Licensure/Certification Requirements:
● No licensure or certification required.
Professional Experience Requirements:
● Three (3) years of clerical or administrative experience.
● If Bachelor's degree, one (1) year of clerical or administrative experience.
● If Associate's degree, two (2) years of clerical or administrative experience.

Job Details

Legal Employer: STATE

Entity: UNC Faculty Physicians

Organization Unit: Surgery Residency Coordinators 

Work Type: Full Time

Standard Hours Per Week: 40.00

Work Schedule: Day Job

Location of Job: US:NC:Chapel Hill

Exempt From Overtime: Exempt: No

This is a State position employed by UNC Health Care System. 

Qualified applicants will be considered without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

UNC Health makes reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as applicants and employees with disabilities. All interested applicants are invited to apply for career opportunities. Please email [email protected] if you need a reasonable accommodation to search and/or to apply for a career opportunity.

This is a State position employed by UNC Health Care System.
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The UNC Health System and the UNC School of Medicine are committed to valuing all people throughout our organization, regardless of background, lifestyle, and culture. A diverse and inclusive work environment for staff and culturally appropriate care for our patients, are essential to fulfilling our UNC Health vision of improving the health of all North Carolinians.

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