Provide administrative support to the division related to the fellowship program and faculty.
Provides direction, leadership and day-to-day management of educational and departmental activities to include administrative support to the Director of the Residency training program.
Provides educational coordination between attending physicians, residents, medical students and institutional and regulatory administrative offices.
Demonstrate initiative, resourcefulness, and problem-solving skills in applying a detailed knowledge of the responsibilities, functions and underlying management structure of the department and of the larger institution in organizing and independently prioritizing work, establishing procedures and systems, and ensuring orderly and timely work flow.
Reviews all residency applications and screen those appropriate for interview.
Notify applicant of decision for interview.
Use knowledge of ERAS (Electronic Residency Application Service) software to manage fellowship applications and compile reports as necessary.
Ensure fellow compliance with established policies and procedures.
Manage and coordinate ACGME-conducted accreditation site visits for Pediatric GI Fellowship Program.
Maintain web-based ACGME accreditation surveys for Graduate Medical Education Office. Maintain GME track.
Use knowledge of the E-value electronic evaluation system to schedule and track monthly evaluations of the fellows from the faculty and residents, annual evaluations of the faculty and program, and nursing evaluation of the fellows.
Maintains/coordinates a schedule for medical students and residents on rotation.
Provides residents with schedules and ensures their attendance to clinics/conferences/lectures.
Documentation and credentialing for all graduate medical education training conducted within the division, including initiation and writing credentialing documents as required and completion of credentialing forms for signature by appropriate medical staff; maintenance of all fellow personnel records, including confidential evaluation and counseling records.
Develops new procedures in response to new or revised policies issued by governing agencies or program director.
Provides administrative support to the Program Director, including scheduling of meetings, preparation of agendas, recording and maintaining meeting minutes, development of reports and provision of data to the GME Office.
Implementation of policies developed by the GMEC.
Assists the senior fellow in the coordination of the fellows’ monthly schedule for service, clinics, procedures, electives, vacations, seminars.
Maintains the division’s clinical, conference and vacation calendars in sharepoint.
Provides the On-call scheduled to the paging system.
Coordinates weekly academic conference schedule, including inviting guest speakers, setting up the audio/video equipment and notifying member of the division of the weekly schedule.
Reconcile all accounts monthly for submission to PI and Administrative Manager for signatures. Assists with other administrative duties as needed.
Communicate effectively to integrate and synthesize information from multiple sources.
Scan medical record information into EPIC, assist with fax items and back up telephone coverage for the office.
May assist with scheduling detailed appointments for faculty and contributes to the customer service oriented atmosphere within the department to assist with other functions as needed or requested.
Ability to establish and maintain effective working relationships with university personnel and private organizations.
Education: High school diploma or GED required.
Five (5) years related experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
Prefer at least one (1) year experience in an administrative position working with residents, students or fellows.
Special Knowledge, Skills, and Abilities:
Exceptional attention to detail and problem-solving skills.
Ability to manage multiple tasks simultaneously and meet deadlines.
Proficient in using Adobe Acrobat Pro, Excel, Word, Outlook, and Power Point. COEUS, SAP, and EPIC a plus.
Classified Title: Program Coordinator Working Title: Program Coordinator Role/Level/Range: ATO 40/E/03/OF Starting Salary Range: $19.62 - $27.00 (commensurate with experience) Employee group: Full Time Schedule: Monday-Friday/40 hours Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10003078-SOM Ped Gastroenterology Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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