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Training Program Coordinator

Training Program Coordinator - 31314 University Staff

University of Colorado Anschutz Medical Campus

Department: Department of Surgery

Job Title: Training Program Coordinator

Position #00816178: – Requisition #:31314

Job Summary:

The Department of Surgery, Office of Education Training Program Coordinator (1.0 FTE), hereinafter referred to as the coordinator, under direction from the Office of Education Manager, is primarily responsible for coordinating the training programs in the Division of General Surgery, its trainees including rotating residents and medical student education. Coordination encompasses the recruitment process, curriculum, schedules, business activities, finances, budget, and policies and procedures. The coordinator provides essential communication and networking for the effective functioning of a surgical training program. The coordinator represents the training program on behalf of the Graduate Medical Education (GME) Office, the School of Medicine, the University of Colorado Denver, and the University of Colorado. An employee in this position can be terminated at any time without notice and severance pay may not be provided.

Supervision Received: The Coordinator reports directly to the Manager of Education for program-related matters. The Education Manager reports to Director of Education who reports to the Chairman; the Program Directors report to Chief of the Division, who has accountability for the residency and educational programs of the Division. The coordinator is additionally accountable to the Office of Graduate Medical Education (GME) for rules, regulations and directives related to these training programs. The coordinator will assist other designated individuals who have been assigned program or administrative roles within the program in the Education Office

Supervision Exercised: Provides supervision over staff hired to assist in the fellowship and residency and education office, which may include student workers, temporary or permanent staff. While not constituting supervising functions per se, the coordinator will perform a variety of functions on behalf of the trainees sometimes performed by a supervisor, including active participation in the program recruitment process, processing of performance evaluations, collection of duty hour records, coordination of schedules, and processing of graduation materials. The coordinator will act as a resource to prospective, current, and past trainees.

Duties and Responsibilities =75%
  • Specific duties and responsibilities of the coordinator may include, but are not limited to, the following:
  • Trainee Recruitment: Manages all aspects of the annual trainee recruitment process. Develops and maintains up-to-date informational brochures on the program, in hard copy and on-line versions, as appropriate. Monitors application process and completes candidate summaries. Fields prospective trainee information requests primarily by e¬mail and phone. Establishes interview days for candidates. Coordinates faculty interviewers, space, meals, transportation and, in some cases, housing and other needs for prospective trainees. Gathers and assembles interview results, and prepares for the Resident Match process, including coordinating a faculty ranking session and ultimate submission of Match list to the on-line system.
  • Trainee Data and Recordkeeping: Coordinates all required electronic recordkeeping that serves as the data processes for the Trainee. Manages ERAS, the on-line applicant recruitment tool, used as the mandatory resident "match" mechanism. Manages OnCall (Amion & Qgenda), the system required by the University of Colorado Hospital for physician on-call scheduling. Manages MedHub, the software required by the GME office for resident reporting.
  • Manages hard copy and electronic files of trainees who enter or leave the program and responds to all requests for confirmation of training or letters of reference.
  • Prepares reports for the Divisions or others to satisfy needs, such as ACGME studies, program reviews, retreats, audits or other, as requested.
  • Manage and maintain the related education pages of the Surgery website.
  • Develop and maintain Excel spreadsheets for reporting purposes.
  • Develop and maintain PowerPoint presentations as required by the division.
  • Provide administrative and clerical support to the Director of Education and faculty.

Fiscal Management =10%
  • All financial management activities are under the overall direction of the specific Division Managers, who have overall responsibility for division funds, serve as the fund administrator and overall approving official. Within these parameters, the coordinator:
  • Manages all funds related to the training programs, whether those funds originate from hospital support of trainees and the training program, GME support, departmental support, grants and contracts, gift funds or other sources.
  • Prepares budgets and controls/monitors revenue and expenditure activity for each source of funds.
  • Utilizes standard University and department systems for accounting, data processing and other computer systems, as necessary, for financial management and statistical reporting. Utilizes multiple systems for purchasing, human resources, facilities management, daily operations and other business activities, and maintains expertise in these systems.

Policy Coordination and Compliance =15%
  • Administers pertinent State fiscal policies, UCDSOM rules and procedures, and State/Federal laws and standards applicable to the training programs or business management.
  • Administers pertinent Graduate Medical Education policies, including rules and regulations promulgated by the national Residency Review Committee.
  • Coordinates program and fiscal policies related to residency needs at all training site locations, including the University of Colorado Hospital (UCH), Children's Hospital Colorado (CHCO), the Denver Veteran's Administration Medical Center (VAMC), Denver Health Medical Center (DHMC) and others.
  • Serves as a member of the Academic Council and The Resident Research Committee and represents the programs on task forces and committees as requested by the Director of Education and the Program Directors.
  • Attends and may be the coordinator of related meetings and functions or other educational meetings for the related Divisions, including faculty meetings, M&Ms, or educational conferences or courses.

Work Location:

Hybrid – this role is eligible for a hybrid schedule of #2-3 days per week on campus and as needed for in-person meetings.

Why Join Us:

The Department of Surgery is driven to improve every life with our commitment to innovative surgical care, curing through discovery, enlightening tomorrow's leaders, and daring to be exceptional. Our focus on patient care, education, and research will lead to innovative discoveries and promote quality care and safety for our patients.

The Office of Education and its training program coordinators are responsible for administratively managing their programs which directly impacts the experience of our trainees throughout their training as well as their future as a surgeon. This role will allow you to continuously learn and grow, not only through your work but through training and development opportunities provided by the department and the university. Finally, the Office of Education fosters a collaborative and team-oriented atmosphere. This results in a supportive workplace culture, where our staff help each other, they exchange ideas, work on initiatives together, and collectively address challenges that may arise.

The University of Colorado offers a comprehensive benefits package that includes health insurance, life insurance, retirement plans, tuition benefits, ECO pass, paid time off – vacation, sick, and holidays and more. To see what benefits are available, please visit:

Diversity and Equity:

The University of Colorado Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities, persons within the LGBTQ+ community and all veterans. The University of Colorado is committed to diversity and equality in education and employment.


Minimum Qualifications:
  • A bachelor's degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution and 1 year of professional level experience.
    • Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor's degree on a year for year basis.

Preferred Qualifications:
  • Relevant experience in graduate medical education, higher education, medical school programs, a health sciences center setting, or a very high-level skill set as an executive assistant may be substituted for education.

Knowledge, Skills, and Abilities
  • Organizational skills with ability to plan and organize trainee needs and activities, establish work priorities and provide follow-through to ensure completion of activities, both individually and assisting others with work tasks.
  • Knowledge of, or ability to, become fully competent in computer programs essential to the training programs, including the Microsoft Suite (Word, Excel, Access, PowerPoint, Outlook), the Electronic Residency Application System (ERAS), National Residency Matching Program (NRMP), on call (QGenda/Amion) scheduling tools and MedHub. Software used will continue to change, so adaptability to new electronic programs and tools is essential.
  • Ability to develop and manage budgets and carry out fiscal responsibilities of the position.
  • Ability to understand and apply regulatory requirements at the program level.
  • Ability to communicate effectively with administrative personnel, physicians and other program personnel, trainees/prospective trainees, staff and other constituents, in written communications and oral presentations. Interpersonal skills working with residents and others in an environment of high volume and stress.
  • Ability to communicate effectively, both in writing and orally.
  • Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
  • Outstanding customer service skills.
  • Demonstrated commitment and leadership ability to advance diversity and inclusion.

How to Apply:

For full consideration, please submit the following document(s):
  1. A letter of interest describing relevant job experiences as they relate to listed job qualifications and interest in the position.
  2. Curriculum vitae / Resume
  3. Three to five professional references, including name, address, phone number (mobile number if appropriate), and email address.

Questions should be directed to: Jennifer Nevener at

Screening of Applications Begins:

Immediately and continues until position is filled. For best consideration, apply by October 2nd.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $47,661 - $60,625.

The above salary range (or hiring range) represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. This position may be eligible for overtime compensation, depending on the level.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.

Total Compensation Calculator:

ADA Statement:

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at​.

Background Check Statement:

The University of Colorado Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Vaccination Statement:

CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine preventable diseases. If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety sensitive job duties, you must enroll in the occupational health medical surveillance program.

Application Materials Required: Cover Letter, Resume/CV, List of References

Job Category: Academic Services

Primary Location: Aurora Department: U0001 -- DENVER & ANSCHUTZ MED CAMPUS - 20306 - SOM-SRG-CH GENERAL OPERATIONS

Schedule: Full-time

Posting Date: Sep 27, 2023

Unposting Date: Ongoing Posting Contact Name: Jennifer Nevener Posting Contact Email: Position Number: 00816178

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