Educational Program Support (U) (4769.1)

This individual provides secretarial support to members of Department of Surgery administration and to residency programs in the Department of Surgery.

Surgery Educational Programs Administrative Support (50%)
1. Assist with various educational-related projects to support the Department of Surgery program directors and/or coordinators.
2. Adhere to guidelines established by OGME office regarding SIU-SOM institutional policies/procedures.
3. Attends Department of Surgery and OGME Coordinator meetings.
4. Reserve conference rooms for various program meetings, conferences, and events including setting up videoconferencing.
5. Assist with coordinating catering for meetings, conferences, and events, including processing appropriate vouchers and requests.
6. Back-up support for resident interviews, proctoring exams, Visiting Professors, Grand Rounds and other educational-related special activities and events.
7. Create and maintain Department resident and fellow list for Department finance personnel.
8. Create and maintain Department resident contact list.
9. Provide coverage for residency and fellowship programs in the Department of Surgery in cases of leaves, absences and staffing transitions.
10. Responsible for maintaining the adjunct appointment faculty list for the Department of Surgery.
11. Schedule and organize the Department of Surgery Resident Recognition Event each June.
12. Schedule and organize the Department of Surgery welcome picnic event for all incoming surgical residents.
13. Assist with scheduling the Department of Surgery Surgical Education Grand Rounds.
14. Schedule and organize the Department of Surgery PGY 2 Residents as Teachers (RATS) session as well as PGY 4 Professionalism and Leadership sessions.

General Surgery Residency Program (20%)
1. Preparation and Distribution of Documents/Schedules for General Surgery
a. Assist with coordination of yearly conference schedule.
b. Assist with management of monthly conference schedule.
c. Assist with preparation of monthly Call Schedules and Clinic schedule.
d. Assist with compiling weekly Mortality-Morbidity lists for weekly conference.
e. Assist with coordination of grand rounds presentations including visiting professor events.
2. Web-Based Residency Records for General Surgery
a. Assist with updating and maintaining residency management suite, New Innovations database, evaluations, conferences, duty hours, portfolios, etc. for the residency programs.
b. Assist program coordinator and program director with entering confidential evaluations into residency management suite.
3. General Surgery Resident Application Process
a. Assist with the planning and execution of interview days.
b. Collect and tabulate evaluations of applicants on each interview day.
c. Assist with preparing materials for each interview day.
d. Coordinate catering for breakfast and lunch on each interview day.
e. Including, but not limited to, making any accommodations for virtual interviews.
f. Schedule and organize General Surgery graduation ceremony for general surgery residents.
4. Other Residency Related Duties
a. Assist with preparing the required materials for the Resident Annual Evaluation Meetings, Program Evaluation Meeting, Clinical Competency Committee Meetings, and Mock Orals, as instructed by the program coordinator.
b. Sort and deliver residents' mail to their mailboxes (located in Resident Room in SMH).
c. Revise intern informational booklet each year with assistance from program coordinator.

Secretarial (30%)
1. Maintain Outlook calendar commitments and notifies individuals of deadlines.
2. Assists with the coordination of Departmental projects, activities and appointments including: meetings, conferences, interviews, seminars and activities in teaching students and residents.
3. Transcribe and type all correspondence, teaching materials, evaluation reports and other miscellaneous projects.
4. Answers and handles/routes all incoming telephone calls. These calls include, but are not limited to: contact with physicians (nationally and internationally), administrative and clinical staff, community and phone coverage for other secretaries during lunch hours and other absences as requested.
5. Screens calls and visitors; determines needs and handles routine inquiries, requests or problems; provides factual information regarding unit regulations and procedures.
6. Assists in organizing and maintaining a filing system which includes: administrative records, confidential material, and all other records as needed.
7. Assist with opening mail and prioritizes. Rotate with other division secretaries in duties such as sorting incoming mail and copy/supply room cleanup.
8. Composes and/or transcribes routine and/or general office documents including correspondence, memoranda, and confidential medical correspondence.
9. Assists in making travel arrangements, verifies funding and prepares/submits proper vouchers and requisitions for reimbursements for staff as necessary using University procurement card as directed following University guidelines.
10. Maintains complete and accurate records of unit fiscal transactions.
11. Attend Departmental secretarial meetings and participates in implementation of decisions resulting from these meetings.
12. Assists in coordinating correspondence and special mailings. Types medical and/or educational materials, letters, reports, memoranda, financial data, invoices, vouchers and presentations.
13. Other Duties as Assigned

1. High school diploma or equivalent.
2. Any one or combination totaling four (4) years (48 months), from the categories below:

• 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)

• Progressively more responsible clerical or secretarial experience, including a background in electronic word processing and database management systems.

Please Note: Completion of the Training Administrators of Graduate Medical Education Programs Certification (TAGME) from the National Board for Certification of Training Administrators qualifies applicants for each level of this series.

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.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

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Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

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