The Division of Plastic and Reconstructive Surgery provides innovative, quality care for cosmetic and plastic surgery needs while simultaneously training surgeons to become experts in the field. Its faculty are specialists in their practice, including breast reconstruction, hand surgery, pediatric cleft and craniofacial surgery, gender affirming surgery and microsurgery. The team of plastic surgeons sponsors a six-year integrated plastic surgery residency program, a hand surgery fellowship program and, together with the Department of Urology, a gender surgery fellowship program.

Accreditation & Compliance

• Lead administrative oversight of plastic surgery residency program, maintaining full compliance with ACGME, RRC, Board, and institutional guidelines.
• Develop and maintain in-depth knowledge of all applicable ACGME, Board, and GME policies and requirements; ensure timely and accurate reporting through systems such as ACGME WebADS and MedHub.
• Manage new program applications, ACGME site visits, and internal/external audits in collaboration with Program Director and GME leadership.
• Coordinate and monitor resident hours, milestone evaluations, and scholarly activity to meet accreditation and board requirements.
• Maintain documentation and credentialing compliance for residents, visiting learners, and off-site rotations, including Program Letters of Agreement (PLAs), risk management, malpractice, and training supervision standards.

Program Administration & Support

• Oversee day-to-day operations of training programs including onboarding/offboarding, duty schedules, evaluation cycles, match processes, clinical competency committees, and annual program evaluations.
• Serve as a key liaison to trainees, faculty, GME, and external partners; interpret policies and regulations and respond to inquiries from applicants, current trainees, alumni, and internal departments.
• Provide in-person onboarding/offboarding for trainees and coordinate administrative needs for visiting residents and scholars, including visa support and hospital privileging.
• Manage and maintain trainee records, alumni database, board certification data, and verification requests in compliance with institutional retention policies.

Educational Systems & Technical Coordination

• Serve as the technical expert for MedHub, the residency management system, creating and maintaining complex schedules and evaluations aligned with updated ACGME Common Program Requirements.
• Lead data analysis and reporting efforts to track program effectiveness, identify areas for improvement, and support accreditation and program growth initiatives.
• Design and implement innovative educational strategies, including resident expansion at new clinical sites, process improvements, and interdepartmental collaborations.

Conference & Curriculum Management

• Manage and coordinate weekly educational conferences, including Plastic Surgery Grand Rounds, Hand Conference, and Resident Teaching Conference (CME activities), ensuring compliance with CME accreditation standards.
• Coordinate simulation labs, skills sessions, and proctor in-service training exams.
• Organize faculty and trainee development events including graduation ceremonies, program development meetings, and professional milestone celebrations.

Recruitment & Evaluation

• Lead all aspects of the annual residency recruitment process: ERAS applications, interview scheduling, rank meetings, and match compliance.
• Develop and track annual program goals and action plans in collaboration with Program Director and the GME Office.
• Organize and support Clinical Competency Committees, Bi-Annual Program Evaluation Committee meetings, and Annual Program Evaluation meetings with appropriate reporting and documentation.

Off-Site & Elective Rotations

• Coordinate off-campus elective rotations, including documentation of training needs, supervision, evaluation, and risk management requirements.
• Liaise with off-site clinical partners (e.g., Kaiser, VAMC, and others) to manage logistics, ensure training quality, and maintain compliance for all resident rotations.
• Prepare and manage documentation for visiting residents and OHSU Plastic Surgery trainees at external institutions.

Administrative & Operational Leadership

• Provide high-level administrative support to the Residency Program Director and Division Chief Emeritus.
• Act as a notary public for the Division of Plastic & Reconstructive Surgery.
• Maintain program budgets related to educational activities, conferences, and travel.
• Coordinate resident travel and registration for key national training events, such as:
  • PGY1: ASPS Intern Boot Camp
  • PGY4: AONA CMF Trauma Course
  • PGY5: Duke Flap Course

Policy Development & Collaboration

• Work closely with institutional leadership, the GME office, and other education coordinators to develop and implement new administrative policies, educational programs, and strategic planning initiatives.
• Evaluate the effectiveness of educational programming and report outcomes to program leadership for continuous improvement.

Other duties as assigned

• Including assisting Division Manager, Division Head, Program Director, Program Associate Director, and Department of Surgery Education teammates as needed.

• 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. 

• Three years of experience administering or coordinating parts or subsets of a project or program. 

• Familiarity with general business practices. 

• Strong interpersonal and collaborative skills. Proactive, analytical reasoning skills, excellent grammar, vocabulary, writing skills, including policy and procedure writing. 

• High degree of professionalism. Communicate effectively in both a written and oral format with a broad range of individuals within and external to the University of Chicago community, including individuals in a position of authority. 

• Commitment to providing a high level of service and working in a team environment. 

• Ability to simultaneously oversee and organize multiple projects with competing deadlines. 

• Bachelor’s degree and five years experience in an administrative support position to an educational program.
• Prefer experience as an administrative or executive assistant.

• Knowledge and proficiency in ERAS, MedHub (data management systems), Smartsheet & Excel. Knowledge of Student, Residency, Fellowship and Faculty Development/CME programs.

• Database development and management skills.

Hybrid work schedule includes office setting on campus and teleworking; flexible working hours between 8:00 am – 5:00 pm Monday through Friday. Will be required to work outside of the standard working hours with advance notice.

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.