Program Coordinator

GENERAL SUMMARY/ OVERVIEW STATEMENT:

The GI division is seeking a highly motived Fellowship Program Coordinator for our Advanced Fellowships. The ideal candidate will be intelligent, thoughtful, organized, resourceful, and a detailed-oriented team-player. With oversight and direction from the Advanced Fellowship Director(s) and the Senior Director for GI, the Program Coordinator is responsible for the operational management of the accredited Transplant Hepatology Fellowship training program and the IBD and Motility fellowships. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment.

The Advanced Fellowship Program Coordinator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

The Advanced Fellowship Program Coordinator's responsibilities will be dedicated to The Advanced Fellowship Programs (75%) and transplant hepatology administrative support (25%).

The Advanced Fellowship Programmatic Support (60%)

• Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.

• Provides both administrative supervision and support to the GI advanced fellows. Acts as a liaison between fellows and hospital administration when necessary.

• Responsible for managing the daily operations of the fellowship program, including the Fellowship calendar of education-related meetings and events.

• Meets regularly with the Program Directors concerning office management issues and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Director for improvement. May assist in program-level policy development.

• Maintains fellowships recruitment records, including management of the accredited Transplant Hepatology fellowship application system, and provides administrative support during the Fellow Recruitment season.

• Serves as the primary points of contact for all inquiries regarding the Advanced Fellowship programs. This includes responding to a variety of constituents including medical students and residents, current fellows, alumni, faculty and administrators. Receives inquiries from fellows and applicants and triage as necessary to others within the department or in other hospital/PHS departments.

• Ensures timely and accurate completion of letters of recommendation and training verifications for current fellows and alumni.

• Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, CRICO extensions, annual contracts, and initial and re-credentialing of trainees.

• Manages and maintains the evaluative processes of the trainees, programs, faculty, and rotations.

• Involved with the planning of departmental annual events including recruitment, orientation, and graduation, as well as various meetings and program-related events.

• Organizes meetings and prepares and distributes materials for conferences and lectures. Develops invitations or advertisements for events/lectures.

• As necessary, tracks paperwork for visa requests, in conjunction with the GI admin team.

• Performs other duties as assigned by the Advanced Fellowship Director(s) and the Senior Director for GI.

Transplant Hepatology administrative support (25%)

• Responsible for submitting reimbursement requests on behalf of hepatologists

• Book meetings for the transplant team including calendar management and identify space as needed

• Other duties as assigned by the transplant hepatology director

FISCAL RESPONSIBILITY: Indicate financial "scope" information, e.g. size of budget, volume, revenue, etc.

Works with the finance manager to ensure accuracy of monthly budget statements and develops yearly fellow budget. Responsible for recurring purchase orders for the fellowship programs, paying bills associated with the program's activities, and submitting reimbursement requests on behalf of fellows. May be responsible for management of grants awarded to individual fellows.

WORKING CONDITIONS: Describe the conditions in which the work is performed. Use this section to detail any physical requirements for the position (lifting, carrying, etc.). Use this section to also detail any environmental conditions associated with the position (outdoor weather requirements, hazardous materials, etc.).

SKILLS & COMPETENCIES REQUIRED: This section should be a bulleted list of minimum requirements explaining the skills (what the individual is trained for) and competencies (measurable as defined by the job) necessary to perform the job.

• Exceptional organizational skills, ability to organize information and to manage multiple projects at once

• Strong attention to detail

• Excellent written and oral communication skills with the ability to communicate clearly and concisely

• Ability to handle sensitive information with absolute confidentiality and seeking guidance when needed

• Ability to work independently or to escalate issues as needed.

• Proficient in Microsoft Outlook, Microsoft Word, Excel, and PowerPoint.

LICENSES, CERTIFICATIONS, and/or REGISTRATIONS: Specify minimum credentials and clearly indicate if required or preferred.

Not Applicable

EDUCATION: Check boxes that best describe the minimum and preferred education requirements.

Minimum Required:

High school diploma, GED or equivalent

Certificate :

Some college or Associate's Degree

X Bachelor's Degree

Master's Degree

Doctoral Degree

None required

Preferred:

High school diploma, GED or equivalent

Certificate :

Some college or Associate's Degree

Bachelor's Degree

Master's Degree

Doctoral Degree

Equivalent Experience - 5 years of fellowship program experience.

EXPERIENCE: Indicate the required and preferred (optional) amount and type of experience.

Required: Minimum of 3-5 years of office administration experience

Preferred: 2-3 years directly related experience in graduate medical education