Fellowship Program Coordinator- Cardiology

Minimum Education
Bachelor's Degree Work requires analytical, communication and organizational skills generally acquired through completion of a bachelor's degree program. (Required)

Degree in Research Administration, Business Administration, Finance, Hospital Management, or Healthcare Administration- preferred

Experience- Experience in program administration involving academic, medical or research
activities to acquire skills necessary to plan, coordinate and implement a variety of
program activities and events.

Required Skills/Knowledge
Excellent written and verbal communication skills.
Experienced in department budget and personnel administration and communication.
Computer Skills - Excel, Microsoft Word, Access, & PowerPoint

Functional Accountabilities
New

• Provide day to day administrative support to Fellowship director.

• Be familiar with program requirements.

• Familiarity with ADS/ACGME case log system

Daily

• Maintain program files at MedHub, including policies, goals and objectives, schedules, QI projects, in-service/board exam scores, USMLE, NPI, and all demographic information-= i.e., phone number, current address, etc.

• Assist GME office with/or prepare verification letters.

• Serve as a liaison with program fellows.

• Serve a s primary point of contact for rotators.

• Develop and coordinate all rotating trainee intake processes and track and maintain all rotators schedules/files in MedHub.

• Coordinate the licensing requirements for all rotators by providing appropriate and accurate licensing application information.

• Support the Fellows administrative needs.

• Complete Fellowship training verifications.

Monthly

• Conduct monthly meetings with PD and network with other coordinators within your institution specialty.

• Track conference attendance and run compliance reports for PD (5-15 conferences).

Quarterly

• Assist PD with special program review preparation.

• Follow-up with Fellows (for compliance)during GME duty hours survey month.

• Develop in consultation with PD rotation schedule and upload to MedHub.

• Attend quarterly GME coordinator's meeting and annual retreat.

• Coordinate management of program budget.

Quarterly/Semi-Yearly/Yearly

• Ensure required evaluations of Fellows and Faculty are scheduled and delivered via MedHUb. Upload current CCC/PEC information at MedHub (include members/minutes& supporting documents); Semi - Yearly Larger program (6 +Fellows); Y early Smaller program (less than 3 Fellows).

Yearly

• Update program information at the ACGME website; monitor resident/faculty compliance (ACGME resident/faculty survey).

• Promote/graduate Fellows, together with PD; generate promotion list of returning Fellows - and forward to GME office (New PGY level required).

• Provide GME office with written list of Fellows attending boot camp.

• Coordinate applicant's interview day.

• Develop ion consultation with PD conference schedule and upload to MedHub.

• Attend APE and document minute; upload minutes to MedHub.

• Prepare/coordinate PLA - utilize GME template at MedHub.

• Forward completed PLA to GMA office for signoff.

• Coordinate yearly revision of Fellowship handbook, program specific orientation, and assist PD in program orientation for incoming Fellows if applicable.

• Install ERAS software for managing residency applications and compile reports as necessary .

• Send out invitation for interviews.

• Help PD prepare interview schedule for faculty.

• Assist during interview days to develop itineraries, to greet applicants and to provide package overview of the program.

• Order certificates for graduating Fellows - names/dates must be submitted to GME office.

• Process termination paperwork for graduating residents and communicate directly with HR.

• Complete P AR/WFM for returning Fellows.

• Coordinate with the ABP for annual reporting of training.

• Assist PD in NRMP registration and maintenance; prepare rank order list for submission.

• Generate lists of incoming residents for each academic year and distribute to GME office - full name/address for mailing contract/phone/fax/email and PGY level required.

As Needed

• Compile site visit materials.

• Upload faculty CV to MedHub.

• Follow-up with Fellow to make sure current CVs are uploaded to MedHub.

• Track and log all vacation/sick leave used by Fellows.

• Prepare Fellow's travel authorization forms; arrange travel for conferences.

• Assist PD with curriculum changes and program innovation.

• Implement new evaluations and assessment tools.

• Ensure ACGME requirements are being followed.

Organizational Accountabilities
Organizational Accountabilities (Staff)
Organizational Commitment/Identification

• Anticipate and responds to customer needs; follows up until needs are met

Teamwork/Communication

• Demonstrate collaborative and respectful behavior

• Partner with all team members to achieve goals

• Receptive to others' ideas and opinions

Performance Improvement/Problem-solving

• Contribute to a positive work environment

• Demonstrate flexibility and willingness to change

• Identify opportunities to improve clinical and administrative processes

• Make appropriate decisions, using sound judgment

Cost Management/Financial Responsibility

• Use resources efficiently

• Search for less costly ways of doing things

Safety

• Speak up when team members appear to exhibit unsafe behavior or performance

• Continuously validate and verify information needed for decision making or documentation

• Stop in the face of uncertainty and takes time to resolve the situation

• Demonstrate accurate, clear and timely verbal and written communication

• Actively promote safety for patients, families, visitors and co-workers

• Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance