Academic Coordinator - Department of Surgery

• Manage the full lifecycle of faculty appointments, reappointments, promotions, and tenure dossiers. 

• Coordinate annual faculty reviews, CV updates, and academic productivity tracking. 

• Support the Chair and Division Chiefs with academic planning, workload distribution, and scholarly output monitoring. 

• Maintain accreditation-related documentation for departmental and surgical education programs. 

Faculty Affairs & Support 

• Serve as the primary administrative partner for onboarding new faculty, including credentialing coordination, orientation, and integration into departmental academic expectations. 

• Track faculty teaching, research, and service activities to ensure alignment with institutional guidelines. 

• Assist with faculty development programming, workshops, and mentorship initiatives. 

Education & Training Coordination 

• Oversee scheduling, logistics, and compliance for Grand Rounds, Morbidity & Mortality conferences, journal clubs, and visiting professorships. 

• Support residency and fellowship program leadership with academic scheduling, evaluations, and rotation documentation. 

• Manage CME accreditation processes for departmental educational activities. 

Research & Scholarly Support 

• Coordinate departmental research meetings, seed grant processes, and abstract and manuscript submissions. 

• Maintain databases for publications, presentations, and funded projects. 

• Assist faculty and trainees with IRB submissions, deadlines, and compliance tracking. 

Departmental Operations & Communication 

• Develop and maintain academic calendars, departmental newsletters, and internal communications. 

• Prepare briefing materials, reports, and presentations for the Chair and executive committees. 

• Serve as liaison between the department and institutional academic offices. 

Quality, Compliance & Data Management 

• Support quality improvement initiatives by coordinating data collection, reporting, and follow-up actions. 

• Maintain compliance with institutional, state, and national academic standards. 

• Assist with preparation for internal and external reviews. 

Event & Project Management 

• Plan and execute academic events such as faculty retreats, award ceremonies, and recruitment visits. 

• Manage special projects assigned by the Chair, including strategic academic initiatives and cross-department collaborations. 

Culture, Belonging & Professionalism 

• Support departmental belonging initiatives by coordinating programs, tracking engagement, and supporting inclusive academic practices. 

• Serve as a trusted administrative partner who models professionalism and fosters a supportive environment for faculty, trainees, and staff. 

Qualifications:

• Bachelor’s degree or equivalent combination of education and experience. 

• Experience in academic administration, healthcare administration, or a related field. 

• Strong organizational, communication, and project management skills. 

• Demonstrated ability to manage confidential information with professionalism and discretion. 

• Proficiency with Microsoft Office and academic or administrative databases. 

Preferred 

• Experience in an academic medical center or surgical department. 

• Familiarity with faculty appointment and promotion processes, accreditation requirements, or CME administration. 

• Experience supporting research administration or IRB processes. 

• Ability to work effectively with diverse faculty, trainees, and institutional stakeholders.