The responsibilities include, but are not limited to:
Fellowship Program:
Manages the development, planning, and coordination of fellowship program within the Department of Pediatrics.
Assists with day-to-day operations of fellowship program.
Serve as a liaison between and communicate with all appropriate campus offices, department program director and staff.
Attend required meetings conducted by AU GME office, pediatric fellowship program director and department fellowship coordinators.
Monitor duty hours and track leave time in appropriate system.
Distribute send outs for fellow evaluations to fellows, faculty, nurses and clinical staff.
Register fellows for yearly in-training exam.
Assist with implementing policies related to the AU Graduate Medical Education (GME) Office and American College of Graduate Medical Education (ACGME).
Develop, organize, and direct recruitment activities such as:
-
Using knowledge of ERAS software to manage fellowship applications and compiling reports as necessary.
-
Reviewing fellowship applications and evaluating completeness; assisting with screening applicants appropriate for interview.
-
Notifying applicants of decisions for interview.
-
Coordinating faculty/fellows/staff interviews and notifying applicants
-
Coordinating all house staff interviews and serving as main point of contact for applicants
Administer and manage implementation of all rules, regulations, and prescripts regulating educational programs.
Review participant requirements such as credentialing, licensure, FMG, and visa.
Submit required paperwork on new fellows to GME office; set up training grants, if necessary.
Fully process fellows through divisions which includes but is not limited to:
-
Scheduling division orientation.
-
Ordering keys and lab coats.
-
Providing all necessary documentation/manuals, etc.
Ensure fellow compliance with established policies and procedures.
Ensures program accreditation with regard to compliance of potential participants with the criteria of corresponding organizations such as American College of Graduate Medical Education (ACGME), Residency Review Committee (RRC), Graduate Medical Education (GME), and Joint Commission (HIPAA requirements).
Continuously review, maintain and update documents for Fellowship Program site visits performed by ACGME.
Maintain all house staff personnel records including confidential evaluation and counseling records.
Serve as administrative support for Fellowship Program Director which includes but is not limited to:
-
Scheduling meetings.
-
Preparing agendas.
-
Recording and maintaining meeting minutes.
-
Completing travel forms for fellowship-related meetings.
Develop reports and provide pertinent data to Program Director and faculty.
Prepare written reports and correspondence for the Program Director relative to fellowship program.
Develop, coordinate and plan annual educational program participant orientation, graduation, and extracurricular activities/wellness functions for fellowship program.
Maintain up-to-date knowledge of ACGME policies and procedures with understanding of common and specialty program requirements.
Prepare check requests and IDRs as needed.
Prepare fellowship verification forms for current fellows and alumni.
Provide administrative support for fellows.
Enter on-call schedule into QGenda system for each month and/or rotation.
Track and summarize reports related to procedures, labs and workshops.
Maintain web based ACGME accreditation surveys for program.
Initiate, oversee and monitor house staff budget, including projections of future needs and reconcile all accounts on a monthly basis.
Compile and submit reports to ACGME, American Board of Pediatrics (APB), American Academy of Pediatrics (AAP), American Association of Medical Colleges (AAMC), American Medical Association (AMA), and other professional organizations as required.
Manage evaluation system to include participant evaluation and grade reporting.
Monitor and counsel program participants when needed.
Oversee administration of educational exams.
Maintain informational database system for various reporting purposes and curriculum inventory.
Administrative and Clerical Support:
Provide administrative and clerical support for fellowship program and divisions within the Department of Pediatrics.
Answer phones, triage calls, and greet visitors to area.
Schedule outpatient consultations for division, including attending and fellow.
Provide back-up administrative support for other staff members within department as needed.
Order and maintain office supplies.
Develop, evaluate, and implement office procedures.
Maintain budget for division, faculty and nurse practitioners including, but not limited to:
-
Ordering office supplies.
-
Reimbursement for books and educational activities.
-
Travel to educational conferences.
Maintain financial information on state and sponsored accounts and grants; reconcile PeopleSoft ledger reports on a monthly basis.
Prepare forms/documents used for AU Support Services (grants/contracts, budgets and routing sheets, IDRs, check requests, etc.).
Prepare other reports and forms required by department administration and submit in a timely manner.
Enter faculty service and on call schedule into QGenda system for each month.
Serve as administrative support for faculty and APPs which includes but is not limited to:
-
Scheduling division and individual meetings.
-
Preparing agendas.
-
Recording and maintaining meeting minutes.
-
Completing travel forms for fellow related meetings.
Backup Support for Other Pediatric Residency Program:
Provide backup support for other Pediatric Residency Program and other fellowship programs within the Department of Pediatrics.
Other:
Perform all other duties as assigned.
