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Nature of Work:

The Department of Pediatrics, Sections of Endocrinology and Nutrition are seeking applications for an Education Program Coordinator. This full-time, University Staff (non-classified) position will provide primary support to the Endocrine and Nutrition fellowship programs. This position is responsible for overseeing restricted funds associated with the fellowship programs and identifying funding sources for incoming fellows, in collaboration with the Fellowship Program Directors and Section Business Manager. This role will also support the on-going interests of the Fellowship Education Program and both sections' 24 faculty members. This includes recruitment of fellows, onboarding, orientation, tracking of requirements, and evaluation of fellows, faculty and program components. In addition, this position will be responsible for coordinating and managing resident, medical student and other trainee rotations by working closely and communicating with students, faculty and other coordinators.

Examples of Work Performed: Human Resources:

• Manages all aspects of the annual Fellowship recruitment process, including fellowship marketing, the administration of ERAS and NRMP, applicant interviews and resident/fellow selection • On-boards new fellows, visiting residents, observers, researchers, as well as manages paperwork associated with exiting fellows and rotations for students, residents, fellows and Pas • Collects and organizes information on applicants from the national resident applicant database, • Electronic Residency Application Service (ERAS) Coordinates faculty interviewers, space, meals, transportation and other needs for prospective fellows • Assists the PDs and faculty in planning, developing, and implementing student/residency/fellowship program quality improvement projects through meeting coordination, document preparation, and tracking • Maintains, collates, and updates trainee evaluations, duty hours, and attendance through MedHub or other electronic data collection system • Works closely with the Program Directors to review and manage duty hours and reporting issues or concerns to the program directors and fellow; completes evaluation reports and ensures reporting/completion compliance • Responsible for the dissemination, management and completion of student/resident/fellow, faculty, and program evaluations via Medhub to include initiation, tracking, follow-up reminders, and review • Updates and manages the MedHub System (GME Residency Management System) • Records training site/time distribution in MedHub for each resident/fellow for Intern Resident Information System (IRIS) reporting to CMS and HRSA • Collates and assembles data for periodic performance reviews of fellows and other trainees • Edits and updates the Program Manual, Program Agreements, and interfaces with other programs to schedule rotations for fellows and other trainees • Works closely with the fellowship director, section head, fellows and administrative support staff to establish and disseminate annual rotation, clinic and call schedules • Assures completion of evaluations of faculty by learners and of learners by faculty • Contacts the fellows and appropriate faculty every month to fill out incomplete evaluation • Maintains individual fellow files both in hard copy and electronic form, including educational and scholarly output, 360° evaluations, email communications, and certifications • Manages and updates paper and electronic fellowship personnel files

Financial Management:

• Manages program operations budget and reimbursements to residents/fellows/faculty • Completes Resident Charge Sheets (RCS) accurately reflecting appropriate funding sources, submits reimbursement and travel reimbursement requests through EPSi (CHCO) or Concur depending on the funding source; manages fellowship restricted fund (CHCO) and book fund (UCD) • Manages all aspects of conferences to include finding guest speakers, making travel arrangements, securing conference site, selecting food, preparing agenda, coordinating continuing education credits, issuing certificates of completion, organizing presentation slides, etc. • Assures accuracy of travel documentation; monitors and tracks budgetary items and purchase request • Oversees supply purchases for the department, including general office supplies and educational materials • Supports insurance management and reimbursement functions • Assist in fellowship reimbursements for moonlighting, conferences, exams, and other covered expenses

Program Coordination & Support:

• Coordinates accreditation activities including LCME and ACGME Site Visits, and annual program reviews. Accreditation preparation activities, include: working closely with program director, section head and faculty members on document review and preparation; compiling program-specific statistical information and benchmark data; coordinating complex schedules; and accompanying site visitors during the accreditation process • Interfaces with ACGME, UCGME, CHCO, section business manager to maintain accreditation requirements, confirm funding sources, credentialing paperwork, etc. as well as notify the Program Director of any perceived lapses in individual fellow and/or program requirements for accreditation and certification • Ensures hospital and GME policies and procedures are enforced, and that departmental and program policies and procedures are created and enforced. Works closely with the program directors with annual updates of program-specific documents and fellowship manual • Assists the Program Director in scheduling of didactics, curriculum development and other educational programs, as well as develop and maintain curriculum databases • Develops and maintains up-to-date informational brochures on the Fellowship, in hard copy and online versions, as appropriate • Develops and maintains up-to-date information advertising training opportunities for medical students and residents, either in hard-copy or online • Coordinates meetings: schedule meeting requests and room reservations, prepare printed materials and AV equipment, and take minutes as necessary • Attends ACGME, UCGME, Departmental-sponsored meetings for Trainee Program Coordinators to maintain or further develop necessary skills and awareness of new requirements • Organizes all residents, medical students, observers, visiting learner's schedules and activities • Coordinates educational activities (e.g., didactic conference schedule, Grand Rounds, Academic Half Day, Case conferences, etc.) that support the program's curriculum and adhere to ACGME and LCME requirements • Updates and maintains AMCOM on-call calendar for fellows • Provides guidance to students/residents/fellows on program, hospital and GME policies, and non-clinical aspects of the program by acting as the resident expert on fellowship/GME policies and procedures and providing guidance to students, residents and faculty • Maintains various sensitive documents pertaining to accreditation and regulatory compliance • Oversees current and new updates of the ACGME and/or LCME requirements and procedures in order to help maintain program compliance and accreditation. This includes logging into Regulatory websites on a regular basis and reviewing/taking action on program updates sent by those entities • Reviews and updates departmental web site as needed. • Manages departmental pagers for Attending, APPs and Fellows • Responsible for HI Resource calendar and department telephone directory, as well as other miscellaneous Endocrinology and Nutrition information updates • Assists with the Departments' conference schedules and retreats, which includes the weekly fellow talks and book club, as well as core lectures, etc • Assists faculty and fellows with any administrative tasks that are requested