Senior Business Coordinator, Internal Medicine

University of Texas Medical Branch (UTMB)•Galveston, TX

15h•Onsite

About The Position

To manage, coordinate, and directly support the administrative and business management, and/or staff activities within a Process/Department. Ability to think & act on own initiative in providing process management of financial, human resource, and administrative support functions. The Sr. Business Coordinator will be responsible for coordinating all aspects of specific fellowship programs within the Department of Internal Medicine. In conjunction with the Program Director and Program Manager, the Sr. Business Coordinator duties are related to planning, directing and coordinating academic and operational activities of the fellowship programs, ensuring that all ACGME requirements are strictly followed and coordinated within policies set forth by the institution and numerous other State and Federal Guidelines. Position requires constant attention to detail pertaining to the fellowship programs. Management of all components of the job requires constant attention, a capacity for multi-tasking, the ability to prioritize, needed, and the tact and patience to answer the demands of and get along with extremely diverse personalities.

Requirements

Bachelors degree or equivalent and 2 years of office related experience.
Proficient in the use of New Innovations
Excellent organizational skills
Advanced Microsoft Word and Excel skills
Highly organized, proactive, self-starter with experience in high traffic/volume, fast paced office
Works well independently and in a team environment
Familiar with MyUTMB, New Innovations, Kronos, ERAS, ACGME, NRMP, & ABIM
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community
Ability to demonstrate tact and diplomacy when dealing with confidential information
Ability to create, compose and edit written materials
Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
Ability to independently understand, identify, communicate regulatory changes
Ability to understand GME accreditation and regulatory aspects of GME
Exercising independent judgment, flexibility and discretion when setting priorities, implementing procedures, maintaining standards, and resolving problems
Medical Education administration experience
Knowledge and ability to plan and manage the administrative activities of a fellowship program through application of prescribed standards, policies, and procedures
Knowledge of the State's basic licensing regulations for both temporary and permanent physician licensure
Thorough knowledge of RRC common and specialty program requirements; working knowledge of institutional program requirements
Knowledge and basic understanding of J-1 and H-1 visa sponsorship
Previous residency or fellowship training program office experience
ACGME experience

Responsibilities

Assists Program Directors of multiple specialty fellowship programs adhere to their accreditation requirements and participate in the implementation of master block schedules
Assists Chiefs and divisional management with distribution and maintenance of complex clinical rotation and on-call schedules for fellows and ensures that all rotation schedules are fully supported
Assures required Letters of Agreement and Affiliation Agreements are in place for all off-site rotations
Maintains fellowship program records and evaluations; completes program reports in accordance with accreditation standards, tracks participant progress through the program for completion of ongoing program recertification
Assign and track evaluations and send completion and delinquent reminders to faculty and fellows
Create and track block schedules using New Innovations and cross reference with Amcon as deemed applicable.
Coordinate all requirements for fellows, such as risk management, ACLS, and BLS
Coordinates regular and special educational conferences for faculty and fellows as appropriate
Assists fellows in obtaining and maintaining valid licensure and ECFMG sponsorship documentation.
Works with GME Office to create contracts for new and continuing fellows; processing new hire paperwork for incoming fellows and other ongoing documentation as required.
Prepares, organizes, and participates in accreditation site visits, annual program updates, and program internal reviews. Responsible for coordinating all details (includes preparation of PIF).
Assists Program Director in ensuring the fellowship program maintains compliance with ACGME, RRC, and American Board of Medical Specialties requirements
Manages confidential fellow performance evaluations, evaluations of faculty and the educational program and prepares reports and correspondence related to highly confidential materials.
Assures fellow compliance with institutional and ACGME resident survey requirements
Coordinates all administrative duties relative to the recruitment and selection of fellows.
Manages Electronic Resident Application Service (ERAS) and ensures receipt of required application materials. Provides information for the fellow rank list for submission to the National Resident Matching Program.
Provides division manager with up-to-date names of fellows and fellowship criteria to ensure websites are kept current.
Maintains computerized and hard copy files of fellowship program records (utilizing institutional specific residency management software such as New Innovations).
Manages and completes required graduate medical education reporting surveys, including GME Track, and FREIDA online
Compiles data for annual ACGME ADS online reports and surveys
Support Program Manager with various tasks and projects related to program enhancement, reporting, finance, and surveys
Back-up to other education coordinator(s)
Perform other related duties as required