Job Description
Job ID:
319294 Department SURGERY-CHAIRMAN'S OFFICE
(IN-SURC-IUINA) Department Information The Department of Surgery is the 3rd largest department within Indiana University School of Medicine (IUSM). We are committed to the education and development of excellent surgical clinicians, incorporating the skills, knowledge and competencies essential for providing a high standard of care to residents across the state of Indiana and beyond. Faculty educators in the Department of Surgery strive to advance surgical scientists and their research and aim to instill the leadership qualities that will empower graduates to excel in all practice settings. Education team members work across multiple specialties in the department including, Plastic Surgery, Trauma Surgery, Vascular Surgery, Breast Surgery, Pediatric Surgery, General Surgery, Transplant Surgery, Surgical Oncology, and Cardiovascular/Cardiothoracic Surgery. Job Summary The Clinical Education Coordinator provides comprehensive administrative and operational support for assigned residency and/or fellowship programs within the Department of Surgery. This role ensures compliance with institutional (IUSM GME) and national accreditation and regulatory requirements while supporting program leadership, trainees, and departmental initiatives. The coordinator manages key program functions including recruitment, accreditation data management, trainee lifecycle processes, and program operations. Department-Specific Responsibilities Coordinates all aspects of trainee recruitment. Schedules interviews and managing applicant communications. Organizes recruitment events and interview days. Prepares materials for faculty review and selection committees. Maintains program compliance with institutional and external accreditation and regulatory requirements. Manages MedHub and accreditation system data (e.g., ACGME WebADS and specialty-specific platforms). Tracks duty hours, case logs, and trainee compliance metrics. Prepares documentation for accreditation reviews, site visits, and audits. Coordinates with accrediting and governing bodies, including the Accreditation Council for Graduate Medical Education, American Board of Surgery, Thoracic Surgery Directors Association, and other specialty-specific boards and fellowship councils. Supports administrative processes related to trainees. Coordinates onboarding, appointments, and terminations in HR systems. Processes leave of absence (LOA) documentation. Assists with visa documentation (J-1, H-1B) in collaboration with GME. Serves as a point of contact for compliance-related requirements. Provides day-to-day operational support to assigned programs. Coordinates meetings (Clinical Competency Committee, Program Evaluation Committee). Prepares evaluation materials and semiannual review packets. Manages communication between program leadership and trainees. Supports program-specific initiatives and special projects. Supports broader departmental initiatives. Assists with visiting professor coordination and educational events. Contributes to departmental projects and shared administrative functions. Participates in process improvement and standardization efforts. Supports financial and logistical coordination for program activities. Coordinates trainee travel for conferences and presentations as needed. Processes reimbursements and financial documentation. Manages assigned trainee funds (e.g., meal cards, stipends). General Responsibilities Provides administrative support to the department, such as managing calendars, answering phone calls, creating routine and confidential correspondence, drafting reports and presentations, and arranging meetings and conferences. Schedules rotations and clinic hours for members. May arrange extracurricular activities. Counsels current and incoming residents on administrative issues such as scheduling, rotation requirements, benefits, and leave. Coordinates activities related to recruitment, including events, screening, interviewing, reference checks, and orientation for candidates. Maintains ongoing documentation with respect to accuracy, confidentiality, and accessibility. Implements program improvement projects from initiation to execution. Offers recommendations to improve program administration and/or the overall quality of care. Participates in the planning and development of academic and clinical requirements to ensure that all accreditation standards are maintained. Qualifications Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education. EDUCATION
Required High school diploma or equivalent (such as HSED or GED). Preferred Bachelor's degree. WORK EXPERIENCE
Required 4 years of experience in administration, office management, or program coordination. Preferred Experience in academic medicine, graduate medical education, or healthcare. Experience supporting multiple stakeholders in a fast-paced. environment. SKILLS Required Proficient communication skills. Maintains a high degree of professionalism. Demonstrates time management and priority setting skills. Demonstrates a high commitment to quality. Possesses flexibility to work in a fast paced, dynamic environment. Highly thorough and dependable. Possesses a high degree of initiative. Ability to build strong customer relationships. Preferred Strong organizational skills. Strong attention to detail. Ability to work independently in a fast-paced academic medical environment. Familiarity with accreditation processes (e.g., ACGME and specialty boards). Experience with MedHub or similar systems. Ability to support recruitment activities outside standard business hours as needed. Working Conditions / Demands This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation. Some evening and weekend work may be needed during recruitment season. Additional Information Program assignments may include a combination of surgical residency and fellowship programs (e.g., Cardiothoracic Surgery, Pediatric Surgery, Critical Care, or other subspecialties) and may evolve based on departmental needs. Work Location IU School of Medicine Indianapolis, Indiana This position may be eligible to work a hybrid schedule (mix between remote and in-person work) after initial training period, subject to change in the future based on university policy and business needs. Advertised Salary Up to $54,215 per year based on experience Benefits Overview For full-time staff employees, Indiana University offers a wide array of benefits including: Comprehensive medical and dental insurance Health savings account with generous IU contributions Healthcare and dependent care flexible spending accounts Basic group life insurance paid by IU Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance Base retirement plan with generous IU contributions, subject to vesting Voluntary supplemental retirement plan options Tuition subsidy for employees and family members taking IU courses 10 paid holidays plus a paid winter break each year Generous paid time off plans Paid leave for new parents and IU-sponsored volunteer events Employee assistance program (EAP) Learn more about our benefits by reviewing the IU Benefit Programs Brochure . Job Classification Career Level:
Mastery FLSA:
Nonexempt Job Function:
Health Services Job Family:
Clinical Education Click here to learn more about Indiana University's Job Framework. Equal Employment Opportunity Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information . Contact Us Request Support Telephone:
812-856-1234
