Academic Specialist

Hackensack Meridian Health•Brick, NJ

About The Position

Our team members are the heart of what makes us better. At Hackensack Meridian Health we help our patients live better, healthier lives — and we help one another to succeed. With a culture rooted in connection and collaboration, our employees are team members. Here, competitive benefits are just the beginning. It’s also about how we support one another and how we show up for our community. Together, we keep getting better - advancing our mission to transform healthcare and serve as a leader of positive change. Under the general direction of the Academic Affairs Manager of Finance & Operations, the Academic Affairs Specialist is responsible for assisting the Academic Affairs Office in the administrative oversight of operating clinical training residency and fellowship programs within Hackensack Meridian Health ACGME-sponsorship and its affiliated hospitals. The Academic Affairs Specialist will work closely with the Academic Affairs Manager of Finance & Operations to oversee all residency and fellowship programs, and will act as mentor and resource to the departmental program leadership and program coordinators across the Hackensack Meridian Health.

Requirements

Bachelor`s degree preferred and/or 3 to 5 years` experience working in medical education administration
Excellent written and verbal communication skills.
Ability to organize information.
Ability to handle sensitive information with absolute confidentiality.
Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint, and/or Google platform.
Ability to make decisions independently or to escalate issues as needed.

Nice To Haves

Minimum of 5 to 7 years` experience working in healthcare, education, or related environment.
Experience working with Medical Education/Academic Affairs.
Should have knowledge of our online program for tracking resident performance, New Innovations, etc.

Responsibilities

Monitors Resident Physician appointments for accuracy and to ensure payment of proper salary, advises Program Chairperson of House Staff appointments and salary levels to ensure proper classification.
Processes paperwork for all visiting trainee physician appointments and assignments rotations between Hackensack Meridian Health and outside or affiliated institutions. Circulates a monthly schedule detailing assignments. Contacts new visiting trainee physicians prior to start of employment to gather pertinent personal data, to be used in completing and processing required paperwork.
Organizes and coordinates orientation program, which serves to acquaint new visiting trainee physicians with hospital policies and procedures, benefits and other pertinent employment information.
Coordinates assignments of Drug Enforcement Administration numbers and unit and dictation numbers, as part of pre-employment processing, as these numbers are required for patient care and for record keeping purposes.
Responsible for keeping all HMH Trainee Physician Graduate information accurate - Alumni database, contact information, communications, etc..
Liaison for all HMH Trainee Physician Alumni
Assists in coordination of all Graduate Medical Education data related to Centers for Medicare & Medicaid IRIS Reimbursement; provides continuous oversight of all trainee demographic and rotation definition information via New Innovations
Responsible for maintaining HMH Academic Affairs email account
Assists with evaluation processes to ensure presence of necessary supporting documentation (PLA, ECFMG Certificates, etc.)
Assists with coordination of annual events, such as but not limited to, HMH Resident/Fellow Research, Chief Trainee Summits, GME Faculty Development Series, Program Director/Coordinator Retreats, RATTLED Programing, Trainee Graduation Ceremonies and Alumni Programing
Assists with maintaining the HMH Academic Affairs webpage and all of its training program web pages up to date
Other duties and/or projects as assigned.
Adheres to HMH Organizational competencies and standards of behavior.