Fellowship Coordinator (Full Time, Days)

Job Summary

Assists the Medical Education Department in the administration and daily operations of the Fellowship

Programs and other Medical Education duties.

Job Specific Duties

• Coordinates the Common Fellowship Curriculum Sessions, including; scheduling, sending reminders, maintaining all attendance records, booking conference rooms, coordinating meals, and room set-up.

• Oversees software issues for the required AMA "Introduction to the Practice of Medicine" (IPM) modules, an interactive, web-based educational series.

• Assist Fellows with AMA passwords, continuous monitoring, and provides quarterly reports to the Program Director on the status of the Fellows performance.

• Performs various ACGME administrative function, maintains documentation, and follows-up daily on the Fellowship programs.

• Enters ADS program updates & coordinates special review planning as needed.

• Prepares and maintains Fellows personnel files, maintains contracts (new and renewals) & monitors required documents (e.g. licensure, PALS, Visas, etc.).

• Maintains Fellow files in New Innovations.

• Coordinates Fellowship on-boarding process.

• Processes all travel and other reimbursements for Fellows.

• Runs centralized duty hour report and centralized procedure report on New Innovation software.

• Trains staff on software use and maintenance of New Innovations. Creates schedules, and assists Program Director with evaluation preparation within New Innovations as needed.

• Updates the ongoing annual requirements for the fellowship programs, including but not limited to; academic schedule, evaluations, etc.

• Schedules the semi-annual Clinical Competency Committee (CCC) and prepares documentation.

• Schedules the annual Performance Evaluation Committee (PEC) and prepares documentation. Prepares Annual Performance Evaluation (APE) with Program Director.

• Meets with the assigned program director weekly to review, prepare, and coordinate all required ACGME documents, evaluations, duty hours, and procedures.

• Demonstrates and communicates an understanding of the ACGME requirements through ACGME Communications, GMEC, and Department of Medical Education.

Minimum Job Requirements

• 3-5 years Graduate Medical Education (GME) experience or relevant administrative experience

Knowledge, Skills, and Abilities

• Bachelor's degree preferred

• New Innovations software experience preferred

• Prior experience using word processing, spreadsheet, database, internet and e-mail applications

• Ability to work flexible hours including nights and weekends as needed

• Ability to communicate well, verbally and in writing, and to maintain confidentiality of sensitive information

• Ability to interpret, adapt and react calmly under stressful conditions

• Ability to use logical thinking to interpret data and solve broad range of problems

• Ability to work independently and flexibly with minimal supervision

• Ability to relate cooperatively and constructively with clients and co-workers

• Ability to maintain well-organized records and track requirements

• Effective time management skills