With direct oversight and direction from the Department of Surgery (DoS) Educational Programs Manager, Residency Program Director, and Vice Chair for Education, the Residency Program Technician is responsible for operational administration of the General Surgery (GS) residency schedule for 100+ resident physicians. This position requires a thorough and detailed knowledge of national accreditation policies, hospital institutional policies, as well as a high degree of initiative, independent judgment, problem solving, mathematical abilities, and collaborative skills. Through collaboration with internal and external customers, the Residency Program Technician will provide excellent customer service while continually assessing and planning for a wide range of programmatic functions including planning and construction of complex rotation and call schedules, preparation/maintenance of websites and databases, facilitation of recruitment- and alumni-related communications, project development, and regular workflow analysis and improvement. Coordinates Master of Surgery Fellowship Program and serves as a technical resource for sub-specialty fellowship programs.
Annually/Monthly: Manages the construction of the annual rotation schedules for 100+ resident physicians. Uses critical thinking skills to identify and correct rotation problems as they arise. Creates, distributes, and reviews call schedules generated for the General Surgery rotations following rules set by the ACGME and ABS makes changes to them as necessary. Collates large sets of data to create and maintain vacation schedules for all residents. Assists program leadership with curriculum assessment and impact of proposed changes via running reports, manipulating data, preparing reports/charts, and soliciting feedback from stakeholders. Assesses impacts of proposed curricular changes to resident rotations/schedules, and recruitment. Daily: Responds to scheduling concerns in real-time and maintains adequate staffing of 50+ surgical services at 8 local hospitals. Finds creative ways to coordinate coverage as daily/weekly needs arise. Maintains accurate records and tracking of all schedules, schedule changes, time off requests, and approved time on/off services. Uses various tools for timekeeping, call shifts, and educational activities. Communicates and collaborates with non-DoS residency program personnel whose interns/residents rotate on DoS services to balance the educational needs of their residents against the educational needs of the general surgery residents. Maintains knowledge of and explains rules of OHSU, ABS, GME and ACGME to external and internal customers of program. Maintains records and keeps programs in compliance with requirements. Manages web-based electronic scheduling and residency management software, including schedule import/setup, and maintenance of web-based information; resolves technical issues and problems with software vendors. Generates, assesses, and manipulates complex statistical and evaluative data. Develops and integrates new electronic technologies into the Education Office and its affiliated programs as directed or needed.
Assists with various administrative duties/projects in the Education Office, as directed by the Educational Manager and/or Residency Program Director.
Prepares communication and provides training and technical assistance to users of applications and programs, as needed. This includes, but is not limited to, Education Office and subspecialty program personnel.
Three years of experience administering or coordinating parts or subsets of a project or program.
A bachelor's degree in Business Administration, Management, Public Administration, or a field directly related to the position will substitute for two years of the required experience.
Job Related Knowledge, Skills and Abilities (Competencies): Experience interpreting and implementing policies. Extensive and sophisticated experience with Windows, Microsoft Applications (Outlook, Excel, Word, PowerPoint, etc.), and various web browsers. High level computer skills and technical abilities, with proven working knowledge of software and customized database programs, such as EZCall and MedHub Residency Management System. Ability to organize, analyze, and interpret complex data. Ability to exercise judgment in resolving complex problems and presenting solutions, as well as creativity in problem solving. Verified attention to detail and prioritizing skills are a must, as well as the ability to work effectively and efficiently, both independently and in a team-oriented, collaborative environment. Exceptional organizational, tracking, and follow-through ability in prioritizing and coordinating multiple projects simultaneously. Ability to anticipate needs and problems, to prioritize tasks, and to prioritize as circumstances require. Minimum one year graduate medical education (GME) experience, in either a lead or support role, with basic knowledge of educational processes and accreditation standards. Expert level experience with databases and web software. Minimum one year experience with residency or fellowship scheduling Expert level skills with MedHub Residency Management system. This position supports a busy environment with many interruptions, and multiple demands. Hybrid on campus Monday-Friday 8:30-5:00, occasional 8am-4:30.
Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at or .
