Health and Medical Education Program Professional I

Duties & Responsibilities

• schedule meetings
• organize and/or prepare departmental administrative reports
• track program expenses
• distribute/collect fellow evaluations
• maintain personnel files
• prepare all fellowship-required documentation including accreditation materials, development of rotation goals, and management of rewriting program materials in compliance with ACGME regulations and regulatory changes
• prepare ad hoc reports for Program Director as directed
• prepare and implement annual fellowship program budget
• manage available resources (staff, money, space, supplies)
• work collaboratively with other fellowship administrative staff to ensure work unit operations are compliant with deadlines
• assist Program Director in compiling fellowship performance metrics and data analysis and processes information in the New Innovations Module
• maintain calendar(s) for Program Director and fellows, prioritize and arrange meetings, conferences, and appointments, make necessary travel reservations and itineraries; process expense reimbursements, prepare background materials needed
• coordinate fellowship rotations and manage schedule relative to inpatient and outpatient services
• assist in all aspects of Fellowship recruitment, including orientation and graduation, and coordinate arrangements for fellowship interviews
• compile division time off requests for payroll purposes and submit report to the business office bi-weekly
• serve as backup to other Division Admin Support staff to provide administrative support to other Division faculty when needed
• arrange divisional meetings and assist with distribution of communications as needed
• disseminate information on departmental tasks, requirements, instructions and deadlines to the Division administrative support staff and faculty (i.e. annual faculty evaluations in Faculty Portfolio, re-credentialing, faculty promotion and tenure dossiers, etc)
• assist the Division Manager in helping new faculty complete on-boarding activities
• file documents, maintain academic and corporate files, copying and scanning duties, etc.
• provide guidance to the administrative staff in the Division on institutional and departmental procedures for processing travel authorizations, reimbursements, and purchases to ensure consistent and accurate application
• update various platforms for scheduling as needed for fellowship programs in Qgenda
• provide assistance in updating the Division website with information on new faculty, fellows, residents, staff, etc

Qualifications

• Bachelor's degree or equivalent advanced learning attained through experience required
• One (1) year of relevant work experience is required