Trainee Support Coordinator

Hackensack Meridian Health•Hackensack, NJ

1d•Onsite

About The Position

With oversight from the Infectious Disease Fellowship Program Director, the Trainee Support Coordinator for the department of medicine is responsible for the operational and financial management of the accredited fellowship training program at Hackensack University Medical Center (HUMC). In addition, this position will provide administrative support to the Internal Medicine Residency Coordinator/Fellowship Supervisor and to the Endocrinology Fellowship Coordinator as required by the Accreditation Council for Graduate Medical Education (ACGME) guidelines. In addition, this position will provide the administrative support for the St George's clerkship for which there are funds to support this effort. This 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.

Requirements

Associate's Degree or High School diploma, general equivalency diploma (GED), and/or GED equivalent programs with 3+ years experience working in a healthcare academics/education, or related work environment.
Strong skills in Google Office Applications.
Strong organizational skills.
Excellent written and verbal communication skills
Ability to handle sensitive information with absolute confidentiality.
Ability to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities and varying workloads.

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(s), Residency Program Director and with the Internal Medicine Residency Coordinator/Fellowship supervisor concerning office management issues and activities and status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Fellow Program Director and Internal Medicine (IM) Program Director for improvement.
Interprets and applies ACGME and hospital policies to support compliance within the fellowship and residency training programs.
Provides both administrative supervision and support to fellows and residents.
Acts as a liaison between fellows, residents and other nursing units when necessary. Establishes relationships and acts as a liaison to other hospitals, internal Hackensack Meridian Health (HMH) departments and divisions regarding fellowship/resident recruitment, orientation, annual graduation, internal rotations and external rotations.
Review program letters of agreements for any changes, expiration, etc and so forth.
Tracks, reports and ensures compliance with procedures regarding licensure, malpractice extensions, annual contracts (agreements and initial re-credentialing of fellows.
Develops, implements and oversees the maintenance of fellows/residents file, record keeping, distribution of materials and other types of program/office systems.
Evaluates and standardizes office procedures and effectively troubleshoots and resolve issues.
Supports the evaluative processes of the fellows, program, faculty, and rotations. Develops, maintains and distributes call schedule(s) for fellows/residents as appropriate
Provides the administrative support for the St George's medical students enrolled in medicine clerkships at HUMC. There are 6 cohorts of students annually. This position requires tracking of faculty evaluations and student grading which are then reported to the School of Medicine (SOM).
Oversees all purchasing for the programs. Assesses equipment acquisition and training needs and makes recommendations to the Fellowship Program Director and Residency Program Director. Orders equipment and supplies for the fellowship/residency training programs.
Maintains databases with fellow/resident data systems such as New Innovations, ACGME WebADS, GME Track. Update all such systems and ensure that the training programs meet necessary accreditation requirements.
Coordinates special projects as instructed, composes memos, transcribes notes, and researches and creates presentations.
Generates reports, handles multiple projects, and prepares and monitors invoices and expense reports.
Schedules appointments, meetings or conferences for the Fellowship Directors and IM Residency Program Director utilizing interdepartmental and/or hospital wide computerized scheduling systems.
Ensures appropriate recording and transcription of minutes at related meetings.
Organizes meetings, document minutes, and prepares and distributes materials for conference/didactics and lectures. Develops brochures, invitations or advertisements for events/lectures as approved by HMH marketing. Maintains the residency/fellowship training programs' websites by informing HMH marketing.
Maintains the ERAS (Electronic Residency Application System) database and oversees its processes during the Fellowship/Residency recruitment season .
Provides support to residency and fellowships for virtual requirements, including but not limited to establishing and hosting the virtual interviews, ensuring the administrative tasks required for virtual interviewing are completed.
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 of ACGME site visits and internal reviews with the Office of Academic Affairs. Process fellowship/residency alumni verification requests.
Processes resident/fellow time off requests. This may include obtaining approval from the Fellowship/Residency Program Director, notifying the appropriate faculty/staff, and adding to calendars and/or other applicable platforms.
Assists the fellows/residents 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/Residency Program Director, Associate Program Director and Office of Academic Affairs. Performs work under general supervision. Handles moderately complex issues and problems and refers more complex issues to higher-level staff.
Grand Rounds - schedules speakers, obtains CME materials, attendance and introductory materials, ensure staff coverage for physician sign in.
Other duties and/or projects as assigned.
Adheres to HMH Organizational competencies and standards of behavior.