Service Line Coordinator

Hospital for Special Surgery•New York, NY

15d

About The Position

How you move is why we’re here. ® Now more than ever. Get back to what you need and love to do. The possibilities are endless... Now more than ever, our guiding principles are helping us in our search for exceptional talent - candidates who align with our unique workplace culture and who want to maximize the abundant opportunities for growth and success. If this describes you then let’s talk! HSS is consistently among the top-ranked hospitals for orthopedics and rheumatology by U.S. News & World Report. As a recipient of the Magnet Award for Nursing Excellence, HSS was the first hospital in New York City to receive the distinguished designation. Whether you are early in your career or an expert in your field, you will find HSS an innovative, supportive and inclusive environment. Working with colleagues who love what they do and are deeply committed to our Mission, you too can be part of our transformation across the enterprise. Emp Status Regular Full time Work Shift Compensation Range What you will be doing Responsibilities Meeting Planning Facilitate organizational and department-related meetings and events i.e. Fellowship Interviews, Visiting Professor Series Distinguished Guest Lecture, Visiting physicians, Fellow alumni reception, special meetings and events. Scheduling and documenting program related meetings (Clinical Competency Committee and Program Evaluation Committee Meetings) Submit documentation to maintain CME accreditation for Grand Rounds, Journal Club, etc. Assist in preparing presentations for physicians for in-house, regional, national, and international professional meetings and courses. Faculty and Fellows Program Work closely with Academic Training Department to coordinate the fellowship programs; specific responsibilities of the Assistant Coordinator include the following: Track and manage required information and keep records for all academic activity, including annual conferences, grant applications and accounts Maintain Fellow and Resident onboarding checklists, and coordinate orientation schedules and tasks Coordinate annual fellows alumni dinner, welcome receptions, orientation for new fellows, graduation dinners and other events related to the fellowship programs Manage supplies, office space, travel reimbursement, and other admin items for Fellows Submit and track reimbursement requests for fellows, residents, and attendings as needed and ensure appropriate funding sources and timely reimbursement to requestors Facilitate completion and submission of evaluations and reports on Fellows Coordinate fellowship and residency applicant interview days, maintain applicant files, and coordinate submission of applicant ranking lists Coordinate meetings and visits of faculty recruits and other academic visitors (e.g., visiting professors, traveling fellows, rotating fellows, etc.), including but not limited to travel accommodations, host assignment, application process, visitor schedule, and applicable access Assist in collecting information and creating material related to the fellowship programs (e.g., Credentialing, Fellowship brochure, grants, fellowship program evaluations etc.) Responsible for vacation lists and addressing coverage issues Assist in Internal and External Reviews of Program and ACGME Site visits Collect scholarly activity and prepare program evaluation reports. Support onboarding and offboarding of Fellows including collecting keys and ID's Act as a liaison between fellows / residents and hospital administration Administrative Perform other duties as assigned and required by the Senior Manager, Fellowship & Education Directors, and Service Chiefs, including but not limited to support for clinical and operational initiatives with impact on trainees Create and maintain call and ACC coverage schedules and notify appropriate teams in a timely fashion Coordinate calendars to include scheduling and coordinating meetings and/or conferences for the service lines Prepare memos and correspondence on behalf of services/fellowship programs Coordinate Fellows and Residents rotation Responsible for incoming and outgoing mail Coordinate Fellows travel arrangements Travel arrangements and reimbursement for Guest Speakers Rotating Fellows and residents prep / set-up (e.g., credentialing, badge, scrubs, etc.) Coordinate Fellowship and service-specific weekly/monthly, yearly meetings Post and Forward Job Opportunities for Fellowship Address space / maintenance issues Prepare and oversee all reimbursements for Fellows Organize Conference Room schedules Manage and maintain various service accounts and service funds Support Research staff as needed, including onboarding and offboarding

Requirements

Bachelor’s degree preferred
3-4 years’ experience
Superior oral, written and non-verbal communication skills; ability to forge and maintain strong professional relationships
Proficiency with MS Office is required, including Word, Excel, Outlook, and PowerPoint
Ability to prioritize and handle multiple tasks simultaneously, often under a deadline and in a fast-paced environment
Self-motivated, detail-oriented and pragmatic; a team player who is analytical and solution-focused
Ability to prioritize issues, resolve conflicts and communicate with all levels of the organization
Strong problem-solving skills and ability to work independently
Must possess ability to learn new software tools & systems as required on the job
Ability to manage deadlines, prioritize tasks, and work both independently and collaboratively.
Ability to work in a fast-paced environment.

Responsibilities

Meeting Planning Facilitate organizational and department-related meetings and events i.e. Fellowship Interviews, Visiting Professor Series Distinguished Guest Lecture, Visiting physicians, Fellow alumni reception, special meetings and events.
Scheduling and documenting program related meetings (Clinical Competency Committee and Program Evaluation Committee Meetings)
Submit documentation to maintain CME accreditation for Grand Rounds, Journal Club, etc.
Assist in preparing presentations for physicians for in-house, regional, national, and international professional meetings and courses.
Faculty and Fellows Program Work closely with Academic Training Department to coordinate the fellowship programs; specific responsibilities of the Assistant Coordinator include the following:
Track and manage required information and keep records for all academic activity, including annual conferences, grant applications and accounts
Maintain Fellow and Resident onboarding checklists, and coordinate orientation schedules and tasks
Coordinate annual fellows alumni dinner, welcome receptions, orientation for new fellows, graduation dinners and other events related to the fellowship programs
Manage supplies, office space, travel reimbursement, and other admin items for Fellows
Submit and track reimbursement requests for fellows, residents, and attendings as needed and ensure appropriate funding sources and timely reimbursement to requestors
Facilitate completion and submission of evaluations and reports on Fellows
Coordinate fellowship and residency applicant interview days, maintain applicant files, and coordinate submission of applicant ranking lists
Coordinate meetings and visits of faculty recruits and other academic visitors (e.g., visiting professors, traveling fellows, rotating fellows, etc.), including but not limited to travel accommodations, host assignment, application process, visitor schedule, and applicable access
Assist in collecting information and creating material related to the fellowship programs (e.g., Credentialing, Fellowship brochure, grants, fellowship program evaluations etc.)
Responsible for vacation lists and addressing coverage issues
Assist in Internal and External Reviews of Program and ACGME Site visits
Collect scholarly activity and prepare program evaluation reports.
Support onboarding and offboarding of Fellows including collecting keys and ID's
Act as a liaison between fellows / residents and hospital administration
Administrative Perform other duties as assigned and required by the Senior Manager, Fellowship & Education Directors, and Service Chiefs, including but not limited to support for clinical and operational initiatives with impact on trainees
Create and maintain call and ACC coverage schedules and notify appropriate teams in a timely fashion
Coordinate calendars to include scheduling and coordinating meetings and/or conferences for the service lines
Prepare memos and correspondence on behalf of services/fellowship programs
Coordinate Fellows and Residents rotation
Responsible for incoming and outgoing mail
Coordinate Fellows travel arrangements
Travel arrangements and reimbursement for Guest Speakers
Rotating Fellows and residents prep / set-up (e.g., credentialing, badge, scrubs, etc.)
Coordinate Fellowship and service-specific weekly/monthly, yearly meetings
Post and Forward Job Opportunities for Fellowship
Address space / maintenance issues
Prepare and oversee all reimbursements for Fellows
Organize Conference Room schedules
Manage and maintain various service accounts and service funds
Support Research staff as needed, including onboarding and offboarding