The OHSU Department of Surgery is comprised of nine integrated yet independent surgery divisions: Abdominal Organ Transplantation, Bariatric, Cardiothoracic, Gastrointestinal and General, Pediatric, Plastic and Reconstructive, Oncology, Trauma and Acute Care and Vascular Surgery. Our department is built on a culture of community and a history of innovative and interdisciplinary collaboration. Our faculty are dedicated to excellence in education, research, scholarship and clinical practice. We also house one of the largest general surgery residency programs in the country and offer surgery fellowships in all of our disciplines. OHSU as a teaching hospital is fully supported by each of our faculty and staff.

 

Serves as the operational and strategic lead for schedule coordination and systems integration and supports compliance management within a high-volume General Surgery Residency Program at a major academic medical center. Oversees complex scheduling and administrative functions that support 100+ residents across the core program and 11 ACGME-accredited surgical subspecialty co-programs. Manages digital platforms, supports interpretation and application of regulatory policies, and collaborates with site faculty leadership and other institutional GME administrators to ensure seamless delivery of educational and clinical experiences. Applies strong emotional intelligence and communication skills to navigate high-pressure environments, interpersonal complexities, and evolving accreditation standards, while promoting program excellence and institutional alignment.

Residency Scheduling & Workforce Coordination:

• Designs and manages the master rotation and call schedules for 92 categorical and preliminary general surgery residents across 11 institutional clinical training sites, including 11 ACGME-accredited surgical subspecialty co-programs, encompassing 50+ residents.
• Designs and manages the master vacation schedule for all categorical and preliminary general surgery residents.
• Continuously updates and refines schedules daily based on staffing needs, clinical service demands, and ACGME duty hour compliance, which is, on average, 1.5 changes per day.
• Collaborates and communicates with surgical subspecialty services whose residents rotate on general surgery teams to ensure fair, compliant, and educationally sound assignments. 

High-Volume Information Triage & Operational Management:

• Functions as the central point of contact for the continuous flow of scheduling changes, urgent coverage needs, and stakeholder communications.
• Rapidly triages incoming requests, prioritizes competing demands, and implements timely solutions to maintain clinical and educational continuity.
• Communicates complex information clearly and concisely to faculty, residents, and administrative staff in a high-stakes environment. 

Systems Administration & Technology Integration:

• Manages web-based scheduling and residency management systems (MedHub, QGenda, SmartWeb, and Smartsheet), including system setup, data imports, troubleshooting, and platform optimization.
• Coordinates with internal IT teams to resolve technical issues and implement upgrades or enhancements.
• Contributes to the integration of new technologies or processes to improve streamlined scheduling, reporting, and data visualization functions within the Education Office. 

Data Analysis & Curriculum Support:

• Assists with the collection and analysis of large, complex datasets related to resident scheduling and service coverage.
• Helps assess the potential impacts of proposed scheduling or curriculum changes on staffing, rotation availability, ACGME compliance, and recruitment efforts. 

Regulatory Compliance & Policy Interpretation:

• Applies policies from institutional (OHSU), departmental, and accrediting bodies (ACGME, ABS, GME Office), as directed by program leadership.
• Maintains records and supports accreditation reviews and compliance reporting with a high degree of accuracy. 

Engagement & Emotional Intelligence Leadership:

• Builds and maintains collaborative, trust-based relationships with a diverse set of stakeholders, including program directors, surgical faculty, residents, administrative staff, and external departments.
• Recognizes and responds to the unique stressors and pressures experienced by surgical residents, using empathy, patience, and professionalism to provide support and stability.
• Navigates high-stakes and emotionally charged situations with discretion, grace, and a calm presence, often serving as a neutral party to facilitate resolution and understanding.
• Applies strong emotional intelligence to manage sensitive conversations, resolve conflicts, and promote a respectful, inclusive, and supportive learning environment. 

Administrative & Project Support:

• Assists the Residency Program Director and Education Office Manager with strategic initiatives, administrative operations, and ad hoc projects that support the ongoing success of the General Surgery Residency Program.
• Contributes to process improvement initiatives by helping design, implement, and support scalable systems (e.g., Smartsheet, SharePoint, and residency management software) that align with institutional priorities and educational goals.
• Maintains and updates Standard Operating Procedures (SOPs) to reflect current practices, policies, and system workflows; drafts new SOPs as needed to ensure clarity, consistency, and training support.
• Provides technical support and educational resources for end users of residency systems, including troubleshooting.

• 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.

• Five years of experience with responsibility for program or project monitoring and coordination. The experience must have included program evaluation responsibility.

• Problem Solving & Adaptability:

  • Strong organizational skills with a history of managing competing priorities, implementing contingency plans, and responding flexibly to fast-changing operational demands.

    Emotional Intelligence & Communication:
    Proven ability to manage sensitive conversations with empathy, discretion, and cultural awareness. Comfortable working in a high-pressure academic medical setting with diverse stakeholders.

  • Demonstrated ability to navigate interpersonal challenges with professionalism and emotional intelligence. Experience resolving scheduling conflicts, de-escalating tense situations, and mediating between stakeholders with competing needs.

• Technical Proficiency:

• • Comfortable learning and utilizing various digital tools and platforms, including institutional communication and scheduling systems (e.g., Outlook, Smartsheet, OneDrive, Microsoft Teams, or project management software).

• Demonstrated experience coordinating complex clinical and academic schedules involving multiple stakeholders, departments, and clinical sites—preferably in a surgical or high-acuity environment.

• Proficiency in web-based scheduling and educational platforms such as MedHub, New Innovations, or similar systems, including data setup, reporting, maintenance, and user support.

• Experience gathering, analyzing, and presenting data to support program decisions, workforce planning, or accreditation preparation. Competency with Excel, data visualization tools, or institutional dashboards is preferred.

• Familiarity with ACGME, ABS, GME Office, and institutional policies related to scheduling, compliance, and resident education.

This position supports a high-volume environment with frequent interruptions, multiple demands and people interactions. Hybrid position, Monday - Friday 8:30am - 5:00pm, Some occasional evening and weekend hours may be necessary.

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 503-494-5148 or aaeo@ohsu.edu.