Fellowship Program Coordinator

Children’s Hospital of Philadelphia•Philadelphia, PA

8h•$26 - $32•Onsite

About The Position

Under the direction of the Director, Fellowship Training Program in Pediatric Rehabilitation and the Practice Manager for the Division of Rehabilitation Medicine, performs complex and diversified administrative and coordinating functions for CHOP's Fellowship Training Program, including fellows, residents, students and student rotators in training. Must be able to meet deadlines, work on several projects at once, provide project feedback/follow up and understand all of the concepts involved in the work performed. Requires independent judgment and excellent coordination and organizational skills.

Requirements

High School Diploma / GED Required
At least five (5) years of administrative experience Required
Familiar with office environment and filing. (Required proficiency)
Knowledge of word processing, electronic mail, spreadsheet, and database applications. (Required proficiency)
Excellent analytic skills. (Required proficiency)
An aptitude for details and thoroughness. (Required proficiency)
Ability to handle multiple tasks, meet deadlines and handle confidential materials. (Required proficiency)

Nice To Haves

Experience working with academic physician faculty Preferred

Responsibilities

Provide an administrative coordinating role for the Program Director of the pediatric fellowship training program.
Generate fellow evaluations for each Block Rotation that the fellows complete. Record information, and work with fellows to identify attendings.
Act as key contact person for Rehabilitation Medicine, fellows, residents and students with questions or seeking assistance.
Order supplies for pediatric fellowship program, including conferences and educational materials. Check for delivery, handle inventory and address any issues.
Assist Program Director with yearly mailing to faculty members regarding their confidential evaluations from the fellows.
Assistant in ACGME credentialing process for fellowship. Includes: gathering information for Program Information Form (PIF) and other ACGME questions as well as coordinating visits by Site Reviewer.
Interact and exchange information regularly with personnel from Medical Staff Affairs.
Interact and exchange information regularly with personnel from Continuing Medical Education.
Help to coordinate fellowship recruitment. Interact with candidates on interview day, answer phone calls about the program and assist with the interview day agenda. Assist at the Intern Selection Committee meetings when needed – maintain paperwork and meeting minutes etc..
Verify fellowship dates, complete forms and obtain signatures. Notarize forms or obtain hospital seal. Interact with hospital/agency requesting information.
Assist in licensure for PL-4 residents. Answer questions, collect forms, complete information requested and obtain signature or hospital seal.
Make arrangements for interview for potential PL-4s and PL-7s.
Design handout for recruitment and attend recruitment conferences/retreats. Make any necessary edits and arrange for mass production of handouts.
Answer inquiries regarding open positions in each fellowship class.
Order in-service training exams for the residents from the American Board of Pediatrics. Responsible for exam upon arrival including organizing the: administration of the exam over three days, exam proctors, sending exam back upon completion.
Develop systems and improve efficiency for various office activities such as evaluations and meal vouchers.
Generate and distribute invitations for graduation to faculty, fellows and their families.
Assess the Electronic Residency Application System (ERAS) through the AAMC website to view and manage fellowship applicants
Provide general and clinical administrative support to the Director, Fellowship Training Program in Pediatric Rehabilitation Medicine.
Answer the telephone – assisting, recording and directing telephone calls from faculty members, outside physicians, students, residents, fellows, patients and their families, as well as University personnel.
Arrange meetings, securing a location and catering as necessary, notifying attendees of the details.
Working with personnel from the General Pediatrics Faculty Practice regarding patient charts, test results, messages etc.
Looking up and retrieving articles in the Medical Library.
Returning calls to families with in instructions from Program Director.
Assisting Program Director with confidential matters from the University of Pennsylvania.
Making travel arrangements – air, train, hotel reservations.
Preparing check requests and expense reimbursements.
Handle and organize Program Director’s mail.
Generate various types of correspondence for Program Director, including educational, medical, legal and administrative.
File information with University regarding work-study program for fellows.
Design slides for Program Director and oversee their printing and development.
Perform duties for Administrative Director.
Record minutes at staff meeting when assigned.
Provide back-up coverage and support for Administrative Director staff and leadership, as required.