Res/Fellowship Prog Assistant - Nephrology

About the role

This position coordinates the Fellowship Program for the Division of Nephrology and provides administrative support to the Division Chief and Division Administrator. This position is one of the four main support staff (Chief, Fellowship, Fiscal, Transplant) for the division.

Responsibilities

• Respond to inquiries from prospective fellows, providing pertinent information on the Fellowship Program in the Division of Nephrology.
• Create and disperse information packets, communicate with Fellow applicants in anticipation of the ERAS system for the annual Fellowship application process.
• Manage day-to-day administrative functions of fellowship and student programs.
• Serve as administrative support to the Department’s Fellowship Program Director, Assistant Program Director(s), Senior Fellow(s), fellows, and visiting resident physicians and students.
• Recommend short and long-range goals to the Program Director by assessing program needs and identifying fiscal and support services.
• Provide problem solving/solutions to many varied types of issues.
• Organize new fellow orientation on a yearly basis, including but not limited to assisting Program Director with orientation book, ensuring all requirements from House Staff Office and VA Hospital Orientations are met, and other necessary items are in place for incoming fellows (pagers, lab coats, etc.).
• Supervise the production/distribution of annual and monthly call schedules, conference lists, orientation packets, and course outlines.
• Develop and maintain a system to assist the faculty with review of applicant packets and creation of the final match list.
• Provide advice to fellows with problems/concerns related to program, rotations, or personal issues.
• Compile and prepare accreditation reports/materials for submission to Accreditation Council of Graduate Medical Education (ACGME) and American Boards when due.
• Monitor adherence to University, ACGME, and American Board policies and procedures.
• Provide SWOT analysis of fellowship recruitment trends, and make recommendations and implement changes as necessary.
• Coordinate the scheduling of fellow rotations ensuring that all required components of the curriculum, ACGME and American Boards are met.
• Oversee DCI rotation sites including ongoing communications with DCI about their weekly schedule to ensure that the educational rotation meets programmatic needs.
• Complete fellow evaluation summaries for American Boards using the New Innovations system.
• Organize and manage the CME activities complying with CME guidelines.
• Prepare and submit travel vouchers, purchase orders requests, and entertainment expenses.
• Facilitate the application process in the ERAS computer system, including retrieving applicant information when system opens in December, presenting applicant information to faculty, coordinating interview trips with applicants, orchestrating interview days, facilitating applicant rankings with faculty, and submitting final ranking in the NRMP match system.
• Coordinate hiring process with the Department of Medicine Residency Team, insure Department of Medicine follow through on all immigration processes, work with Nephrology Program Director to create rotations and electives for the year, create annual conference schedule and disseminate weekly lecture information, coordinate VA rotations and submit monthly VA schedules and post month reconciliation.
• Create an electronic file system for all fellowship documents, eliminating paper files, create electronic databases to insure accurate current and past fellow information, institute a process to enhance the privacy of the trainees and further support FIRPA policies within the University.
• In charge of all electronic activities in the Fellowship computer program “New Innovations”.
• Maintain current Division Coverage Monthly call schedule, Division coverage as needed, assigned by the Division Administrator, examples of duties include but are not limited to: phone coverage, retrieving mail, assisting other staff with projects, and any projects needed to provide divisional support.
• Input Travel Authorizations and Expense Reports for all Fellows and Program director Travel, obtain proper documentation and receipts from all travelers, and provide the Department of Medicine and/or Travel with backup paperwork.
• Check in FedEx/UPS/Vendor deliveries for Division/Research/Lab Supplies, store (refrigeration/freeze) as needed, notify Lab Staff for pick up, provide coverage for the Nephrology Consult Line as needed.
• Work and support the Chief and Assistant Director in any administrative support that might be needed, works closely with staff in the Division to ensure that all faculty are supported in their clinical and academic needs, provides direct back-up support when absences occur.

Qualifications

• Two year college degree and one year of relevant experience, or combination of education and relevant experience.
• College degree preferred.
• Proficiency in Word, Excel, PowerPoint, E-mail and Internet.
• Demonstrated, outstanding ability to work under pressure in a busy office with frequent interruptions, changing priorities and short deadlines.
• Ability to plan, organize and coordinate work assignments.
• Ability to establish and maintain effective working relationships with others.
• Ability to function under stressful circumstances.
• Knowledge of standard business formats for letters, memos, and manuscripts.
• Knowledge of basic office procedures, filing systems, basic math and the ability to perform mathematical calculations.
• Ability to communicate effectively both verbally and in writing.
• Knowledge of ACGME rules and guidelines preferred.