Fellowship Program Coordinator

Hackensack Meridian Health•Neptune City, NJ

1d•Onsite

About The Position

With oversight from the Fellowship Program Director, the Fellowship Program Coordinator is responsible for the operational and financial management of the accredited fellowship training program. 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 Fellowship Program Coordinator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting fellows, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and fellows regarding a range of issues, and managing internal and external program relations.

Requirements

Bachelor's degree and/or (minimum) of three to five years` experience working in healthcare academics/education, or related work environment.
Excellent written and verbal communication skills.
Ability to organize information.
Ability to handle sensitive information with absolute confidentiality.
Working knowledge of software applications including Google, Microsoft Word, Excel, and PowerPoint
Ability to make decisions independently or to escalate issues as needed.

Nice To Haves

Experience working in Graduate Medical Education.
Time management skills.
Interpersonal skills.
Oral and written communication skills.
Ability to multitask and prioritize.
Should have knowledge of our online program for tracking resident performance, New Innovations
C-TAGME

Responsibilities

Provides support and meets regularly with the Fellowship Program Director 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 Fellowship Program Director for improvement. May assist in program-level policy development.
Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance within the fellowship training program.
Provides both administrative supervision and support to fellows.
Acts as a liaison between fellows, residents and other nursing units when necessary. Establishes relationships and acts as a liaison to other hospitals, internal HMH departments, and divisions regarding fellowship recruitment, orientation, annual graduation, internal rotations, and external rotations.
Reviews Program Letters of Agreements for any changes, expiration, etc. and so forth. Informs fellows of intradepartmental policy and procedure changes, with assistance from the Office of Academic Affairs.
Tracks, reports, and ensures compliance with procedures regarding licensure, malpractice extensions, annual contracts (agreements), and initial and re-credentialing of fellows.
Develops, implements, and oversees the maintenance of fellows` file, record keeping, distribution of materials, and other types of office/program systems.
Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues. Coordinates the placement of residents in desired areas of medicine.
Manages the evaluative processes of the fellows, program, faculty, and rotations. Develops, maintains and distributes call schedule(s) for fellows as appropriate.
Oversees all purchasing for the program. Assesses equipment acquisition and training needs and makes recommendations to the Fellowship Program Director. Orders equipment and supplies for the residency training program.
Maintains databases with fellow data systems such as: New Innovations (NI), ACGME (Accreditation Council for Graduate Medical Education) WebADS, GME Track, or other resident data system(s). Update ACGME Accreditation Data System (ADS) with new or departed faculty members; including updating NI. Ensures that the residency program meets necessary accreditation requirements.
Creates, manages and maintains all data in the program`s New Innovations profile such as, personnel records, block schedules, evaluations, onboarding, work hours (duty hours) reporting, etc. and so forth.
Plans departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events. Coordinates the residency application process, notifying applicants of acceptance decisions. Schedules and facilitates applicant interviews.
Organizes meetings, document minutes, and prepares and distributes materials for conferences/didactics and lectures. Develops brochures, invitations, or advertisements for events/lectures as approved by HMH Marketing. Creates and/or maintains external program advertising/media through websites, brochures, postcards, publications and other such media. Maintains the fellowship training program's website by informing HMH Marketing.
Maintains the ERAS (Electronic Residency Application System) database and oversees its processes during the Fellowship Recruitment season. If applicable, maintains other recruitment database systems such as CPME (Council on Podiatric Medical Education) Portal / CODA. Performs all Match responsibilities and corresponds with newly matched fellows about requirements and process for appointment to the hospital(s). In applicable programs, assists with quota review and rank order list entry and certification in the NRMP (National Residency Matching Program).
Attends Graduate Medical Education Committee (GMEC) meetings and program coordinator meetings, or as deemed necessary by the office of Academic Affairs. Assists in the preparation for ACGME Site Visits and internal reviews with the Office of Academic Affairs. Process fellowship alumni verification requests.
Processes fellow time off requests (e.g., vacation, personal time, leaves of absence); this may include obtaining approval from the Fellowship Program Director, notifying the appropriate faculty/staff, and adding to calendars and/or other applicable platforms.
Receives inquiries from fellows and applicants and triage as necessary to others within the department or in other hospitals/departments.
Assists the fellows with visa applications, NJ State Registration/Permit and license applications, fingerprinting and other legal requirements. Manages materials for specialty-specific trainee exams and assists with proctoring exams.
Performs other duties as assigned by the Fellowship Program Director, Associate Program Director and Office of Academic Affairs. Assists in other projects as assigned by the Fellowship Program Director/Associate Program Director/Academic Affairs. Performs work under general supervision. Handles moderately complex issues and problems and refers more complex issues to higher-level staff.
Other duties and/or projects as assigned.
Adheres to HMH Organizational competencies and standards of behavior.