Job Code: 4537
Job Grade: G

The goal of the Orthopaedic Surgery Residency Program at Stanford University is to produce orthopaedic surgeons who are technically competent, interested in the overall well-being of their patients and knowledgeable of the literature in the field of orthopaedic surgery. In pursuit of that goal, the Department of Orthopaedic Surgery is seeking a Residency Coordinator to join their team. The Residency Coordinator position serves a vital role; supporting the administrative and operational needs of the Orthopaedic Surgery Residency Program and Program Directors. The coordinator position is located on campus and responsible for the compliance and continued acccrediation of education programs via the governing bodies (ACGME) as well as the stewardship of the residents and fellows to meet programmatic requirements and milestones. The ideal candidate will demonstrate sound judgment, professional etiquette, and exceptional analytical and problem-solving skills; be highly organized, extremely detail oriented, proactive and able to multi-task with ease. To learn more about our residency program, please visit: https://ortho.stanford.edu/education.html.

The successful candidate will demonstrate:

• Outstanding communication and relationship building skills;
• Strong attention to detail, and competence to manage multiple priorities and respond effectively with limited guidance;
• Commitment to uphold Stanford University’s compliance with federal, state, local, and sponsor regulation; and
• Drive to establish themselves as a leading contributor within the Department of Orthopaedic Surgery and Stanford Medicine.

Duties include:

• Review and evaluate applications for completeness; compile recruitment information, distribute application, notify applicants of decision for interview.
• Compile reports using knowledge of residency software, enter rank order list and distribute results of match.
• Maintain confidential resident files and monitor records of resident attendance for all required educational activities, including conference and other didactic experiences.
• Track work hours, resident activities and schedules; maintain, update and distribute resident rotation, vacation, and leave schedule in electronic systems. Report any work hours violations to the Program Director weekly. Verify trainees’ status and activities as needed.
• Monitor and document the residency evaluation process.
• Communicate regularly with resident and faculty regarding the daily activities, such as conferences and ground round announcements.
• Provide administrative support to Program director and Assistant Program Director, including scheduling of student meetings, preparation of agendas, recording and maintaining meeting minute, and development of reports
• Assist with planning departmental annual events include recruitment, orientation, graduation, faculty retreats, as well as various meeting and program- relate events.
• Order office supplies.
• Complete resident reimbursements.
• Oversee daily activities of the residency/clinical fellowship program. Organize and prioritize the activities of the residents; monitor work progress status and ensure compliance with deadlines.
• Serve as contact person for the interpretation and application of policies, procedures and program guidelines. Troubleshoot discrepancies and determine appropriate corrective actions to be taken. Collaborate in the development and implementation of operational policies, procedures and standards, and communicate associated changes. Identify and report compliance issues and assist in correcting situations resulting in duty hour violations.
• Manage, monitor and document the residency/clinical fellowship and faculty evaluation process. Manage materials for specialty-specific trainee exams and may assist with proctoring exam.
• Develop, distribute and update the resident rotation, vacation and leave schedules in electronic systems according to duty hour requirements with oversight of Program Director and/or his/her designee(s). Ensure that the corresponding institutions where the residents are rotating are administering the bills accurately.
• Perform all residency match responsibilities and correspond with newly matched residents about requirements and process for appointment to the hospitals. Ensure all interns are credentialed before starting any rotation. In applicable programs, assist with quota review and rank list entry and certification.
• Maintain the residency curriculum, including competency-based goals and objectives for each assignment and each level of training.
• Maintain recruitment database and oversee the application processes during the residency recruitment season.
• Provide both administrative supervision and support to residents. Act as a liaison between residents and hospital administration when necessary. Establish relationships and act as a liaison to other hospitals, internal departments, and divisions regarding resident recruitment, orientation, annual program affiliation agreements, and external rotations.
• May assist in program-level policy development and the development of the strategic planning of the residency program and monitor the budget for various residency activities.
• Plan departmental annual events, organizes meetings, assist in the preparation for ACGME Site Visits and internal reviews. Develop brochures, invitations, or advertisements for events/lectures.

* - Other duties may also be assigned

DESIRED QUALIFICATIONS:

• Residency/Fellowship experience
• Stanford University experience
• MedHub experience
• Ability to work independently and also in a team
• Proactive approach
• Flexibility with new tasks
• Resourcefulness with troubleshooting

EDUCATION & EXPERIENCE (REQUIRED):

• Bachelor’s degree and two years of relevant experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• Ability to work independently and to coordinate multiple assignments with fluctuating priorities.
• Excellent organizational and analytical abilities, ability to handle diverse workload.
• Demonstrated good judgment in all areas of responsibility.
• Agile and quick learner who can adapt easily to Stanford specific software and clinically related software.
• Demonstrated ability to work well independently and take initiative while problem solving and resolving challenges.
• Excellent oral and written communication skills. Ability to work with all levels of faculty and staff, and exhibit significant degree of diplomacy.
• Excellent customer service skills and ability to adapt to changing work environment.
• Proficient with Excel, Word and other applications required.
• Ability to learn, understand and apply Accreditation Council for Graduate Medical Education (ACGME) or other subspecialties guidelines.

PHYSICAL REQUIREMENTS*:

• Constantly perform desk-based computer tasks.
• Frequently sitting.
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job

WORKING CONDITIONS:

• Occasional flexible hours as needed. 

WORK STANDARDS:

• Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
• Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
• Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.