| Job Description: |
The Office of Medical Education is the central administrative hub for the Department of Pediatrics, supporting medical education programs and ensuring trainees receive the highest quality experience. This position provides comprehensive administrative coordination and support for multiple programs, including the Pediatric Cardiology Fellowship Program, where the coordinator will serve as the primary administrative support for the Program Director and Associate Directors.
Pediatric Cardiology Fellowship Program Coordination
• Oversee daily operations and administrative duties of the Cardiology Fellowship Program in
collaboration with the Program Director.
• Oversee daily communications among fellows, faculty, program director, the institution, and
ACGME
• Responsible for submitting, tracking, and compiling bi-annual fellows’ evaluation forms from
faculty as required by ACGME.
• Coordinate fellow leave and reports to the appropriate personnel.
• Monitor and support fellows to ensure compliance with program policies and procedures,
including accurate tracking of clinical and educational hours.
• Maintain compliance with ACGME Program and Institutional Requirements by applying in depth knowledge of accreditation standards.
• Coordinate annual ACGME accreditation activities, including the WebADS update, ADS data
entry, surveys, site visits, and Clinical Competency Committee (CCC) documentation.
• Coordinate all aspects of the recruitment process, including ERAS setup, applicant
communications, interview day scheduling, and Match participation via NRMP.
• Schedule and manage educational conferences, rotations, evaluations, and faculty teaching
assignments.
• Prepare materials for the Program Evaluation Committee (PEC), CCC meetings, and Milestones
evaluations.
• Collect and analyze evaluation data using the institution's GME management system (e.g., New
Innovations).
Pediatric Hospital Medicine Fellowship Program Coordination
• Oversee daily operations and administrative duties of the Pediatric Hospital Medicine (PHM) in
collaboration with the Program Director.
• Oversee daily communications among fellows, faculty, program director, the institution, and
ACGME
• Responsible for submitting, tracking, and compiling bi-annual fellows’ evaluation forms from
faculty as required by ACGME.
• Coordinate fellow leave and reports to the appropriate personnel.
• Monitor and support fellows to ensure compliance with program policies and procedures, including
accurate tracking of clinical and educational hours.
• Maintain compliance with ACGME Program and Institutional Requirements by applying in depth knowledge of accreditation standards.
• Coordinate annual ACGME accreditation activities, including the WebADS update, ADS data
entry, surveys, site visits, and Clinical Competency Committee (CCC) documentation.
• Coordinate all aspects of the recruitment process, including ERAS setup, applicant
communications, interview day scheduling, and Match participation via NRMP.
• Schedule and manage educational conferences, rotations, evaluations, and faculty teaching
assignments.
• Prepare materials for the Program Evaluation Committee (PEC), CCC meetings, and Milestones
evaluations.
• Collect and analyze evaluation data using the institution's GME management system (e.g., New
Innovations).
Pediatric Residency Program Administrative Support
• Assist with processing and monitoring program related travel and expenses for residents, the
Program Director, and program leadership, including obtaining approvals, coordinating travel
arrangements and conference registrations, and preparing travel authorizations and expense
reports.
• Distribute incoming and outgoing mail daily for Program Director, Chief Residents, residents and
faculty. Assist residents as needed with badges, fobs and other items.
• Contact residents as needed with messages, meeting reminders, and documentation follow-up.
• Responsible for ordering office supplies, reconciling PCard transactions, and following budgetary
guidelines for all purchases.
• Coordinate meals and catering for residents, including placing orders and managing setup for events or
meetings.
• Assist with maintaining schedules for all divisions, matching evaluations using New Innovations, and
troubleshooting issues with matches or completion.
• Provide administrative support to the Program Director, Associate Program Director, and Supervisor of
PME Programs. Assist with coverage of Pediatric Medical Education Office administrative and
operational tasks as needed and perform other duties as assigned. Support the residency, fellowship, and
clerkship coordinators within the PME office.
• Responsible to maintain all program files and resident records.
• Assist with other program requirements as needed.
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