Program Technician 2-Residency

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 bachelors 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 sitespreferably 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.