Education Coordinator/Fellowship Coordinator (Open Rank – Senior to Principal)

University of Colorado•Aurora, CO

1d•Hybrid

About The Position

The University of Colorado Anschutz Medical Campus, Department of Pathology is excited to recruit a full-time (1.0) FTE Education and Fellowship Coordinator. The Education and Fellowship Coordinator is responsible for overseeing the planning, coordination, and successful presentation of the Department of Pathology didactive and laboratory educational activities for the University of Colorado School of Medicine and Physician Assistant program curricula. These educational activities include not only the required pathology content for these programs, but also all Pathology Departmental elective courses. This position also oversees the Pathology Departmental monthly Grand Rounds series of educational presentations, as well as numerous other ongoing educational conferences and special events.

Requirements

Bachelor's degree from an accredited institution and two (2) years of professional experience working in graduate or undergraduate program coordination.
Bachelor's degree from an accredited institution and 3-5 years of professional experience working in graduate or undergraduate program coordination.
Ability to communicate effectively, both in writing and orally.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
Outstanding customer service skills.
Demonstrated commitment and leadership ability to advance diversity and inclusion
Applicants must be legally authorized to work in the United States without the need for employer-sponsored work authorization.

Nice To Haves

Previous experience in a graduate medical education environment
Previous experience concurrently coordinating multiple fellowship training programs

Responsibilities

Manage and distribute pathology department Phone List
Oversee preparation and execution of the Grand Round Series, including event coordination and planning, and tracking requirements for departmental continuing education activities and virtual attendance
Manage EMS Room Scheduling campus wide requests to approve or deny the department of pathology conference room
Creation of Coaching Lecture Series and end-of-rotation presentation flyers
Provide educational coordination for Pathology Department medical undergraduate educational activities including medical school and physician assistant program.
In collaboration with the SOM curriculum office personnel and the Course Directors for Departmental electives for the Medical School, and for the Physician Assistant Program, this role will develop and manage processes to ensure all departmental undergraduate health education related activities are handled effectively, and appropriate documents completed according to academic deadlines.
Provide technical support in interpreting policies, principal rules of the University regarding educational activities to Departmental Faculty and Departmental Director of Administration and Finance.
Evaluate, develop and set guidelines necessary to provide instructional materials, academic records and other curriculum services in departmental undergraduate health education activities.
Direct all facets including distribution of instructional materials, recruitment of educators, and communication with educators, students and university curriculum offices.
Develop procedures to ensure evaluations are completed and delivered according to school deadlines.
Analyze procedures to determine if information is being gathered collated and distributed in effective manner.
Prepares budgets and controls, and manages expenditure activity for each source of funds.
Manage Canvas and other SOM educational software to post class lectures and handouts, maintain class lists, communicate with students enrolled in all administered courses, and resolve problems.
Coordinate, assemble, format and proofread student exams as provided by course faculty. Create scantron scoring sheets and ensure accuracy.
Develop and manage process to track ungraded and graded exams to appropriate faculty for final course evaluation.
Proctor exams for course Directors as needed.
Manage and maintain records of educational supply purchases in accordance with defined budgets.
In the event of cancellation of small group facilitators, this position must determine appropriate course of action in ensuring educational activity and program is successfully fulfilled.
Coordinates activities to maintain programs for 6 fellowships in Pathology.
Manages the process of fellow interviews for all application to the program.
Assists the Program Directors in managing and coordinating program logistics.
Represents the Program Director to other medical offices, the public or outside agencies in matter of administration.
Coordinates and edits the Fellowship Manuals each year in compliance with GME.
Manages meetings twice a year for: Clinical Competency Committee; Annual Program Evaluation
Program Letters of Agreement for every rotation site
Annual Program Policy Review along with Program Director and distribute updated program policies
Plan, coordinate, order, obtain for new fellows; I9 compliance documentation; ID badges, Badge access, and parking at all training sites; hospital pagers; lab coats
Manage all fellow files; license; biographical information; fellow activities; conferences; work hours; vacation and leave of absence
Liaison between fellows, Program Director, faculty and administrative personnel
Register and schedule for all fellow In-service examinations
Update and maintain data for GME track (FREIDA database)
Assists in or prepares letters of recommendation
Serves as a resource for fellows (e.g., assists with completion of meeting attendance and travel expense report forms, clarification of policies)
Keeps track of rotations/ time off and travel and/or book purchases for the residents
Plans, organizes, and executes the resident graduation dinner celebration
Order resident certificates for graduating residents/fellows and Assist in agenda planning to hand out certificates to include decoration of reserved room
Purchase gifts for the residents graduating-when available with program director
Direct communication with American Board of Pathology (up to date requirements and recommendations)
ACGME Annual update; All PDs CVs; Faculty; Manual; Policies
Competency with CUGME MedHub database system, in which all work hours, conferences, evaluations and progress is documented for the fellows throughout their training.
Purchase instructional materials (i.e., textbooks, study guides, question banks, either hard copies or in electronic formats) for fellows
Purchase educational conference registrations for fellows
Record and track Procurement card purchases for programs fellows
Process reimbursements to trainees for travel, educational and professional development expenditures as per University/Department/Program policies
Reconcile expenditures and submit monthly Procurement Card Expense reports thru CU Concur Travel & Expense portal
Pay professional membership dues from fellow/resident Educational Enrichment funds
Purchase and update advertising for open fellowship positions
Purchase catering for meetings and special events
Purchase non-employee recognition materials for interviewees during recruitment season
Provide Program support to Pathology Resident Coordinator and additional departmental directors Resident / other Fellowship programs.
Provide ongoing program support and back-up to the Department of Pathology Resident/fellowship programs. Ensure all the following activities are completed according to appropriate deadlines.
Manage and track annual Pediatric Pathology Fellowship application process.
Prepares budgets controls, and monitors expenditure activity for each source of funds.
Provide technical support in interpreting policies, principal rules of the Graduate Medical Education Office regarding educational activities to Departmental Faculty and Departmental Director of Administration and Finance.
During specified application period, establish and manage processes to collect and track Fellowship application materials as received; forward application materials to Fellowship Director for review; develop procedures and process to communicate with applicants regarding status of application (i.e. what materials may be missing, what is complete).
Archive program records of graduated residents by creating process of reviewing and archiving personnel folders, define categories for organization of records and create digital records to archive hard copy materials.
This position must recognize and determine when Fellowship application materials have been fully submitted and if needed work with applicants to ensure adequate completion.
This position acts in place of Residency Coordinator’s absence to ensure management of the Pathology Resident program continues to function per GME Guidelines.