Fellowship Coordinator - Neurology

Department:

SOM KC Neurology -----

Administrative Services

Position Title:

Fellowship Coordinator - Neurology

Job Family Group:

Professional Staff

Job Description Summary:

The Fellowship Coordinator works in collaboration with and provides administrative support to the Program Director, Program Administrator, Associate Program Directors, Chief Residents, and other program leadership as well as the GME Office to ensure compliance with all ACGME and Institutional policies and regulations.

The Fellowship Coordinator is responsible for a wide range of administrative responsibilities including but not limited to recruitment, compliance, onboarding, offboarding, educational support, event planning and scheduling. The position is essential in training program operations and is a primary resource for learners, faculty, and administrative staff.

Job Description:

Job Duties

Accreditation

Plan and prepare the annual Program Evaluation and Clinical Competency Committees meetings including the scheduling, material distribution, reporting and tracking of action items from meetings as well as recording attendance and minutes.

Ensure required reports are submitted to the GME and ACGME by the required deadlines.

Review the Annual Web ads and update program information prior to the program director review. Collect and update faculty and trainee information and ensure all recommended changes have been incorporated by the deadline.

Submit requested accreditation related data to the GME, ACGME or institution as requested.

Ensure that any program changes requiring GMEC approval are documented and submitted to the GME office.

Recruitment

Coordinate recruitment activities for the program.

Work with program director to update and prepare information for interested applicants.

Review and distribute information regarding applicants.

Arrange all interview day logistics including confirming acceptance of appointments for both interviewees and interviewers.

Distribute interview day packets and post surveys and follow up information.

Organize materials and meetings necessary for ranking and matching residents.

Work with program director to update NRMP match information (or equivalent system) and enter rank list.

Onboarding

Communicate with incoming residents on important dates and events regarding their new appointment.

Oversee all activities for incoming residents each year, including licensing, certifications, purchasing of needed equipment and arrangement of workspace.

Work with the GME office and matched residents to ensure timely submission of all documents including agreements.

Organize the “in program” schedule and welcome events to align with GME orientation.

Schedules/Rotations

Create the annual and/or clinic rotation schedule in partnership with the program director and/or Chief Residents.

Obtain approval by the GMEC for any rotation changes regarding duration, location, or educational rationale.

Work with program director and other residency coordinators to develop rotation schedules for residents which meet curriculum requirements of the RRC and ACGME.

Evaluations

Manage active evaluations through regular review for compliance and accuracy of the evaluation tool in accordance with ACGME requirements.

Coordinate evaluation review and delivery process of the residents and teaching faculty.

Assist with scheduling semi-annual evaluations and preparation of necessary paperwork, send calendar appointments, send reminders of appointments, prepare forms/reports for program advisors, and file necessary forms in resident training file.

Prepare aggregate faculty evaluations by trainees and distribute the evaluations to the program leadership as needed.

Conferences

Assist with daily conference administration and logistics, as necessary: order/setup of food, set up conference sign-in/EEDs machine, assist speaker with AV needs, load presentation, set up I-Clickers (audience response system), etc.

Assist with weekly Grand Rounds administration, as necessary: e-mail correspondence to speakers/coordinators for all appropriate paperwork; attend all Grand Round Conferences to help sign in students, residents, faculty, and guests along with handing out evaluations.

Set up EEDs machine, I-Clickers, etc., post meeting notices on bulletin boards.

Compliance/Testing

Ensure accurate leave times are recorded in MedHub and Workday along with any necessary paperwork required.

Support the preparation and administering of In Training exams and Board Prep exams.

Administer operating details of educational programs. Handle correspondence from agencies requesting verification of residency, provide the Dean's office with resident information, compile data, maintain and regulate access to resident's files.

Support the program director in the management of the program budget – processing reimbursements, travel, purchasing and repair/maintenance requests.

Acquire either notary or University seal when required. Process archival of dated resident training files (catalog electronic file, prepare for offsite storage). Maintain resident training files. File appropriate documents.

Ensure that the PLAs are updated, signed, and stored in program’s information files.

Reports and Presentations

Work with the Chair, program director, and other residency coordinators to prepare reports and complete surveys about the residency program requested from the University.

Assist in the preparation of documents for RRC.

Graduating/Alumni

Plan graduation activities with program director and coordinate the logistics of events with the planning team. (Gifts, food, speakers, location, guests, etc.)

Ensure graduating trainees complete task list transition items including forwarding information.

Complete documents for former residents. Submit forms for certificates, verifications from hospitals and insurance companies and answering surveys and questionnaires regarding former residents.

Conduct alumni surveys as needed.

Engage alumni in program events and information as appropriate.

Other

Website and social media management and updates.

Event planning for the program as needed (resident social events, welcome events, research, and speaker events).

Plan GME and Coordinator Council Training events and meetings.

Complete visiting trainee requests and documentation.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

• Required Qualifications
• Work Experience:

Four (4) years of relevant work experience. Relevant education may be substituted for experience on a year for year basis.

• Preferred Qualifications
• Work Experience:

Five (5) years of experience in an academic setting.

Experience with medical terminology and residency programs.

Experience in ERAS, ACGME, MedHub, C-TAGME, Workday, or Qgenda.

Skills

Communication skills

Computer skills

Interpersonal skills

Organization

Multi-tasking

Time management

Attention to detail

Required Documents

Resume/CV

Cover Letter

Comprehensive Benefits Package:

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, an