Project Coordinator – Surgical Skills Lab

The Coordinator will assist with administrative functions in a confidential and professional manner for the Executive Director. This position will be domiciled in the Department of Surgical Skills Lab located in Shreveport, Louisiana.

The work hours are generally Monday through Friday from 8:00 AM to 5:00 PM. However, overtime may be required. Lunch/breaks are dictated by workflow.

Incumbent will always maintain a customer-oriented awareness in acknowledging and responding to needs as they occur to assure that customer satisfaction is met at all times.

Regular attendance is required to perform the functions of this position.

40% Administrative / Office Operations

• Responsible for carrying out administrative functions in a confidential and professional manner to assist not only the Executive Director but their support staff. These functions consist of answering the telephone, taking, and delivering messages, receiving, and distributing department mail. Incumbent assumes these functions per the Executive Director's request. In the Executive Director's absence and at the direction of the Executive Director, the incumbent assumes interim contact and coordination with hospital representatives, the internal departments, faculty and staff, and outside agencies concerning the Surgical Skills Lab’s program activities.
• Incumbent independently prepares monthly reports for distribution, schedules meetings, creates and revises documents, scans, and records, sends and receives messages and documents via electronic mail and fax system.
• Represents the Executive Director through personal and written contacts. Screens requests for information, routes information, and ensure accurate information is furnished expeditiously.
• Analyzes the content of incoming publications, regulations, and directives. Initiates appropriate action and distributes data accordingly keeping the Executive Director informed on important issues.
• Organizes and maintains files and information utilized by the Administrative Office, which includes but is not limited to financial data, purchasing records, and supporting documents,
• Executive Director’s budget memoranda, submission of bids, as well as general and confidential correspondence.
• Responsible for preparing and reviewing office documents to be approved by the Executive Director which include but not limited to work orders, procurement card approvals, invoicing, purchasing, and accounting requisitions, internal transactions, moveable equipment inventory records, and print orders. Responsible for ordering of lab supplies and misc. equipment as deemed fit for courses when Clinical Associate requests and as approved by Executive Director.
• Independently prepares routine departmental correspondence. Completes reports and forms from rough drafts or verbal instructions as directed. Sorts and distributes incoming and outgoing mail for the Administrative Department.
• Maintains calendar schedule for the Residency Coordinators in respective participating departments and for the Executive Director. The Executive Director serves in a vast number of roles. Incumbent assists in the development of agendas, meeting minutes, official functions, projects and informs the Executive Director of scheduled meetings to insure adequate pre-planning of various activities, committee meetings and follow-up assignments. Creates post training evaluations for each course according to course objectives.
• Maintains a cooperative office environment and relations between the Executive Director, Residency Coordinators and Administrative Coordinator, Business Managers, Clinical Associates, as well as faculty, residents, visiting surgeons, and medical vendors.

35% Recordkeeping

• Maintains filing system of which includes but is not limited to the following: All bookkeeping records, continuing surgical faculty training sessions, movable equipment records, copies of contracts, affiliation agreements and cooperative endeavors. Maintains records for vendors and residents, including requested trainings desire of residents, procedural totals, records of didactic lecture and lab attendance. The incumbent is also responsible for maintaining a record of didactic lecture topics and speakers. In addition, incumbent assists Executive Director with records of meeting agendas and minutes for a variety of regular residency meetings and a wide variety of documents critical to ACS reporting and continuance of ACS accreditation for the Surgical Skills program.
• Assists the Executive Director by creating electronic worksheet reports from raw data on personal computer by utilizing spread sheet programs (MS Excel, Access) for submission of annual Cost Report information to the administrators and management of lab inventory including lab specimen.
• Prepares quarterly reports of Didactic Lecture attendance, obtains, and gives report of evaluations completed by all course participants. Maintains accurate documentation to ensure goals are met for accrediting governing entities: Accreditation Council for Graduate Medical Education (ACGME), the American College of Surgeons (ACS), the Residency Review Committee, and the American Board of Surgery
• Responsible for staying abreast of changes in rules and regulations of ACGME, including Institutional Requirements, Common Program Requirements, and Program Requirements.
• Helps maintain documentation as requested for any research or grant related projects.
• Maintains and updates contact database with categorical listings of key residency, faculty, and vendor contacts.

20% Recruitment

• Assist Executive Director as needed to create and/or maintain external program advertising/media through websites, brochures, publications, and other such media. Provides assistance with monitoring and updating the program's website and social media platforms. Helps with ordering and reproduction of materials and arrangements for LSUHS recruitment efforts via lab tours, applicant visits, and other recruitment endeavors. Ensures ADA compliance with all supporting lab documentation.
• Schedules interview accommodations and dinner reservations if required by vendors for training courses. Work in tandem with the Executive Director to maintain the current lab literature. Corresponds with newly matched residents about requirements and onboarding processes for residency program, sponsoring hospital, and university. Establishes record keeping systems for incoming interns.

5% MARGINAL FUNCTIONS

• Initiates and performs other duties and projects as assigned by the Executive Director or assignee.

The applicant must meet the following:

• Bachelor’s degree from an accredited college or university in business administration, healthcare administration, education, public administration, communications, or a related field.
• Two to three years of progressively responsible experience in project coordination, program administration, academic administration, healthcare administration, or a related field.
• Experience coordinating multiple projects with competing deadlines.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated organizational skills with strong attention to detail.
• Ability to work independently while managing multiple priorities.
• Ability to interact professionally with faculty, physicians, residents, industry representatives, and administrative leadership.
• Must be comfortable in a lab setting with cadaver specimens/parts. Must be willing to interact with Executive Director in settings which may include postmortem specimens.
• Must have a flexible schedule.

• Bachelor’s degree plus four to five years of relevant experience, or a master's degree in Healthcare Administration (MHA), Business Administration (MBA), Public Health (MPH), Education, or a related field.
• Experience in an academic medical center or higher education.
• Experience supporting graduate medical education (GME), continuing medical education (CME), surgical education, or simulation programs.
• Experience coordinating educational courses, conferences, and faculty events.
• Experience with budgeting, purchasing, contract processing, and financial reconciliation.
• Experience with accreditation standards (such as ACS, ACGME, or other educational accreditation organizations).
• Experience using LSU systems (Workday, PeopleSoft, procurement, or similar enterprise systems) if applicable

PSN/PER Number: PSN 60043/PER 3672

Salary Range: $40,000 - $65,000  

Primary Location: Shreveport, LA (On-Site)

The LSU Systems Office has provided LSU Health-Shreveport employees with excellent benefit options designed with you and your dependents in mind. Our Benefits Section is available between 8:00 a.m. and 4:30 p.m., Monday through Friday, to help answer any questions you might have about these benefits.

• Salary is commensurate with experience and training
• Generous Health, Dental, and Vision Insurance
• Life Insurance
• Long-Term Disability Insurance
• Accidental Death & Dismemberment Insurance
• Flexible Spending Account
• Optional Retirement Plans

LSU Health is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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If you are contacted for an interview, please let us know at that time if you will need special accommodations.