How to Apply
A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position. The contact information of 3 work-related references is required as well.
The Division of Gastroenterology and Hepatology has an immediate need for a full time Administrative Specialist Intermediate as its lead Fellowship Program Coordinator. The Fellowship Program Coordinator continually assesses and manages a wide range of administrative activities for the operation of the fellowship program. This position requires a high degree of initiative, independent judgment and the ability to promptly problem solve given the nature of the work and its immediacy. The fellowship coordinator works in close collaboration with the program director, division administrator and division chief to handle day-to-day administration of the fellowship program in a fast-paced, critical environment. Solely manages all aspects of 21 trainee fellowship program. Day-to-day administration includes being the main contact for Fellows/House Officers for answering questions and resolving problems; maintaining accurate and detailed files and fellow information to meet ACGME Residency Review Committee and the Office of Graduate Medical Education requirements; attending and actively participating in meetings related to the residency program; preparing all house officer HR paperwork; and ensuring adherence to the House Officer Contract.
The Fellowship Program Coordinator continually directs a wide range of programmatic issues including recruiting trainees, tracking daily fellowship assignments and reconciling sources of support in MedHub, reconciling fellow effort at U of M and the VA, including clinical and research time, coordinating evaluations by faculty and evaluations of faculty by fellows, developing and facilitating complex projects, preparing annual budgets, coordinating fellowship funding from the University GME office, VA, training grants and other sources such as foundations, continual process improvement in administrative workflow, communicating with faculty and fellows/House Officers regarding a wide range of issues including travel budgets and expenses, planning and coordinating annual recognition events such as large meet and greet introductory picnics and end of year graduation events and managing internal and external program relations.
Specific Duties for the coordinator include:
1. Working with Program Director to provide independent programmatic management of the core GI fellowship program and it’s 21 trainees, identify and evaluate the methods for improving workflow and cost effectiveness and make recommendations to the Program Director for improvement to House Officer satisfaction, Program Director satisfaction, federal adherence to guidelines as well as efficiency and effectiveness in day to day operations.
2. Solve complex problems through innovation, utilize effective management skills to oversee day-to-day operations of the program, utilize exceptional written communication skills to collate information and write required reports both for submission to national and internal bodies, maintain excellent interpersonal skills and attention to detail, as well as forward planning and a system-wide focus.
3. Participate in program-level policy development, ensure adherence to policy, including institutional and federal regulations. Along with the Program Director, determine needs for new policies and policy updates. Keep abreast of changing environment changes in the ACGME and GME requirements and make recommendation for policy change appropriately.
4. Manage the cohort of Division fellows, which entails (including, but not limited to):
• As the primary contact for the Fellows; serve as a mentor/example to the Fellows. Modeling excellent leadership and ensure clinical mentorship is established with faculty members.
• Develop and maintain the educational quality of the training program and ensuring compliance with ACGME accreditation standards and other regulatory requirements.
• Develop understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements
• Identify, develop and implement policies and procedures to comply with residency and accreditation guidelines and provide guidance on changing regulations and institutional policies.
• Collaborate with program leaders to develop and present long-term strategies to ensure the viability, growth and continued enhancement of each program.
• Develop, expand and implement educational initiatives for residents. Provide recommendations for enhancements, facilitate the training evaluation process, coordinate and manage resident education.
• Participate in the development of residency curriculum schedules, design and develop course content tied to milestones and specific measurable knowledge, including competency-based goals and objectives for each rotation.
• Identify and evaluate the methods for improving workflow and cost effectiveness and make necessary changes for improvement to House Officer satisfaction, Program Director satisfaction, federal adherence to guidelines as well as efficiency and effectiveness in day to day operations.
• Prepare periodic RRC, ACGME and internal GME reviews of the program
• Communicate with other institutions, agencies and departments regarding activities of the training programs.
• Assist with the UMHS Internal Review and ACGME Site Visit documentation.
• Ensuring compliance with duty hours reporting, procedure logs, M-Learning mandatories and other professionalism items as necessary. Respond appropriately to any concerns observed. For example, continual violation of duty hours by all Fellows could indicate an issue with the service. Continual duty hour violations with one fellow could indicate an issue with effectiveness or personal struggles.
• Approving resident vacations and conference requests, while maintaining appropriate levels of patient care.
• Maintenance and Innovation of the Program – Along with the Program Director, utilize knowledge of the requirements of various agencies, policies, and procedures, to advocate for innovative initiatives that will improve the program for learners, both academically and personally.
• Communicate with other institutions, agencies and departments regarding activities of the training programs. - NRMP (National Residency Matching Program – performs all match responsibilities), ERAS Matching Program, Michigan Licensing Agency, ACGME – interprets and applies ACGME and hospital compliance, HOA – assures compliance with union workers. Completes draft of GME Annual Program Review and Dean’s Dashboard, works with GME insuring compliance with credentialing agencies and HOA union. NRMP, ERAS, ACGE, ABIM, GME, State of Michigan
• Troubleshooting Issues - Evaluate and standardize work flow processes with the Program Director to troubleshoot and resolve issues that arise in real time. The process for approving schedule changes and time off has changed, the coordinator has more decision making authority, this has given the coordinator an increased responsibility so the decision can be made quickly and it has eliminated another task for the Program Director to be burdened with. The coordinator consults the PD when needed.
• Monitoring program policies to make sure they are in compliance with the House Officer Association contract.
• Maintaining schedules for fellows, including development of schedules, maintenance in MedHub, communication with faculty updates
• 360-degree evaluation of fellows and annual faculty evaluation
• Coordinate and respond to visiting students and physicians observing/shadowing requests.
• Manage (2) T32 training grants with 2 fellows on each
• Cultivate/manage/develop the GI Fellowship Program website for fellows, faculty, and prospective applicants.
• Develop and maintain Residency Program web sites the Fellowship Social Media outlets, National GME Census (AAMA-FREIDA Online) and ERAS
• Coordinate and oversee the planning and execution of the annual recruitment process:
• Pull and aid in selecting candidates from a large pool of applicants to interview based on standardized criteria.
• Organize and arrange faculty members for interviewing potential candidates to the fellowship program.
• Arrange itineraries and schedules for candidates.
• Create a report on all interviewed applicants, set up rank meeting, create rank meeting report, upload rank file to NRMP website.
• Notify GME office and confirm/change quotas, and entering the rank order lists for program
• Communicate regularly with applicants
Credentialing and Orientation:
• Determine orientation needs and create orientation schedule for incoming fellows, for the institutional orientation, the divisional orientation and various other areas, including the VA.
• Execute the activities of Orientation Day
• Track, report, and ensure compliance with State of Michigan and Institutional licensing requirements.
• Coordinate credentialing and orientation of new house officers from start to finish which includes completion and filing of various paperwork with various internal, state, national and international agencies.
• Arrange for new fellows to receive a properly coded UMHS ID and for appropriate follow-up with Occupational Health.
• Develop tracking systems for BLS/ACLS credentialing, informing fellows of certificate expiration dates and coordinate training/re-credentialing.
• Oversee all purchasing for the office/program; order equipment and supplies for the training office.
• Manage the Holiday Pay and Meal Money processes for all fellows.
• Develop and update Fellowship Program budget of all expenses as well as FTE analysis.
• Track travel expenses by individual fellow to ensure divisional policy requirements.
• Track distribution and utilization of parking passes.
• Attendance at GME and Department Program Coordinator meetings. Also attend less formal, forum style brown bag discussions among institution coordinators.
• Will be pursuing TAGME certification next year.
• Assist other coordinators with questions or suggestions for process improvement.
• Pursues leadership and development courses through internal offerings.
• Operate as Topic Liaison for coordinators institution wide regarding subjects of:
o MedHub: CCC Management
o Off-Site Elective Rotations
• Coordinating bi-annual program meetings for the Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC) Partner with the assistant program director key personnel to manage the logistics of core curriculum and orientation boot camp lecture series.
• Approving time off requests, ensuring clinics are closed appropriately and activating back up coverage.
• Process Leave of Absence paperwork and make sure any make-up time meets the Institutional, ACGME and governing board requirements.
• Arrange testing room(s) and proctor in-training exams.
• Develop, implement, and oversee the maintenance of resident files and necessary documentation to confirm program is meeting national requirements.
• Administrative support for faculty with significant med student and resident curriculum development and training responsibilities.
• Planning and execution of the divisional fellowship annual events – This includes recruitment, orientation, graduation, welcome activities as well as various meetings and program-related events.
• Support Educational Component of the Fellowship Program – Create the fellows’ yearly schedule for the case conference, journal club, and fellows’ meetings. Ensure documentation is complete for CME compliance.
• Schedule various conferences and meetings throughout the year.
• Coordinate 4-6 guest speakers each year for GI Grand Rounds
Minimum of a BA/BS or equivalent combination of education and experience. Proven ability to prioritize, meet deadlines and produce detailed and accurate work; demonstrated ability to work successfully within a team and also independently and exercise good judgment; excellent computer skills (especially in Microsoft Word, Excel, and Outlook); proven ability to assess and handle highly sensitive and confidential matters; strong communication and interpersonal skills and flexibility with schedule.
3-5 years of graduate medical education experience and progressively responsible administrative experience strongly preferred. Knowledge of UM and GME policies and procedures preferred. Familiarity with MedHub a positive.
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