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Emory Healthcare/Emory University Program Coordinator - School of Medicine in Atlanta, Georgia

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Description

JOB DESCRIPTION:

  • Primary duties are organizing, coordinating, and planning operational facets of a program and its related activities which include, but are not limited to the following: establishing long-term operational objectives, researching factors that may impact the success of the program, and working with individuals or groups to research and document program requirements in order to provide appropriate input into the development of strategic plans.

  • Develops work plans to accomplish program goals and objectives and monitors progress toward their achievement.

  • Conducts research and gathers information to develop various publications.

  • Develops promotional materials which may include content for reports, briefings, newsletters, grants or other written information related to the program.

  • Assists in developing and coordinating program-related conferences, conventions, or meetings.

  • Monitors expenditures and may participate in the budget planning process and prepare financial reports.

  • May assist in identifying funding resources and developing fund-raising strategies and initiatives.

  • Prepares operational and statistical reports.

  • Conducts training, represents the program at meetings and conferences, and networks with affiliated groups.

  • May supervise assigned project staff, interns and/or volunteers.

  • Performs related responsibilities as required.

  • This is not an administrative support position.

ADDITIONAL JOB DETAILS:

Fellowship Program Coordinator

Geriatric Medicine Fellowship

and Hospice and Palliative Medicine Fellowship Frograms

Primary Purpose : The incumbent is the administrative lead for coordination of two Accreditation Council of Graduate Medical Education (ACGME) accredited fellowship training programs. The incumbent will be responsible for coordinating and maintaining smooth operations and continued accreditation of two fellowship programs per ACGME, Emory University Graduate Medical Education (GME) and individual fellowship program training requirements. Knowledge and experience in GME program administration and ACGME fellowship program requirements is necessary for this position.

Fellowship recruitment and onboarding

The incumbent works together with each fellowship program director in the yearly recruitment of geriatric and hospice and palliative medicine (HPM) fellowship physicians. Incumbent acts as the primary contact for fellowship applicants for the arrangements for interviews, travel, and lodging. The incumbent will also create and update the fellow Applicant database for the year and facilitates communication with targeted candidates. Once a fellow candidate is accepted into the program, incumbent processes all paperwork and corresponds with them to ensure all needed documents are received for review by Emory University School of Medicine Graduate Medical Education office and the Fellowship Director.

Another important aspect of the job is to work together with the Atlanta VA Office of Education and Emory Graduate Medical Education office (GME) to ensure all accepted fellows meet requirements and requisite background checks are completed. Although the fellows are technically Emory employees, they still require VA administrative support for pre-employment requirements (PIN numbers, access codes, etc.) as well as providing orientation on administrative procedures and the appropriate areas of protocol. The incumbent produces orientation materials and organizes and assist with the orientation process for fellows and faculty and maintains records.

Specifically, the incumbent works with each Fellowship Director as follows:

  • Maintaining accurate program information and descriptions, including ensuring all Program Letters of Agreement are up to date.

  • Helps in maintaining fellowship program accreditation, by gathering all documents and ensure files are complete.

  • Provides day-to-day management of current year geriatric medicine and HPM fellow issues, relative to rotation schedules and weekly time and leave issues.

  • Assists with the implementation of the geriatrics and HPM curriculum by acting as a liaison between the core faculty preceptors, fellows, and Program Director.

  • Assist with development and maintenance of geriatric medicine and HPM fellows’ schedules and meet with them and the Program Director on a regular basis to coordinate schedules and resolve administrative issues.

  • Must use knowledge of rules and regulations by the Accreditation Council for Graduate Medical Education (ACGME) and VA Education Office rules to ensure they are met and programs are in compliance.

  • Maintain and update the ACGME website Accreditation Data System (ADS) information, including accurate information on faculty, training sites, fellows, schedules, Must use knowledge to analyze evaluation data from program evaluations to determine needed orientation and curriculum modifications and recommend new one to the Program Director for final determination.

  • Attend Emory Fellowship Coordinating Meetings with GME Program Coordinators and relay all pertinent information to fellowship directors; make any changes necessary to standard work documents based on GME updates.

  • Administratively coordinate all documents needed and attend Program Evaluation Committee (PEC) and Clinical Competency Committee (CCC) meetings for each fellowship program. Taking minutes during meetings and filing minutes for future review or program site visit is required for each program by ACGME.

Management of New Innovations

Incumbent will manage New Innovations (NI), an Emory University School of Medicine integrated web- based suite of modules, “Residency Management System,” designed to track and document a variety of critical program and residency activities related to institutional reimbursement and program accreditation.

Incumbent functions as a knowledgeable resource within the fellowship program, with an understanding of all aspect of the NI system and serves as the program ‘super administrator’. To attain this role incumbent must train for this role and incorporate the knowledge needed to determine correct data to input.

The ‘super administrator’ is the person responsible for granting and rescinding access to NI and training other administrators within the program. The following are the major responsibilities of managing the NI program:

  • Communications among Fellows, Faculty, Program Director, Graduate Medical Education (GME) & Hospital Finance.

  • Resident/Fellow and Faculty Demographics

  • Duty Hours Collection – Vacations, Away Conferences, and Leaves of Absence

  • Complex Master Rotation and Call Schedule

  • Conference/Grand Rounds attendance (ACGME requirement)

  • Clinical Rotation Schedule Maintenance

  • Patient log maintenance

  • Evaluation and Creation of information through disseminating evaluations through Qualtrics. Once returned, information is de-identified and shared with the Program Directors.

Management of the Electronic Residency Application Service (ERAS) Program Director’s Workstation (PDWS) software

  • The incumbent will obtain and manage the access to information obtained in the Electronic Residency Application Service (ERAS), a website developed by the Association of American Medical Colleges (AAMC) for the Fellowship Programs. Using the internet, applicants use the secure MyERAS website to complete their Common Application Form (CAF), select residency/fellowship program(s), and create and assign supporting ERAS transmits residency applications, letters of recommendations, evaluations, transcripts, and other supporting credentials from applicants and the medical schools to fellowship program directors. The incumbent is responsible for contacting ERAS on a regular basis to review, sort, print, and download, application information.

  • Incumbent must be knowledgeable of established criteria and determine the applicant’s level expertise to conduct a Match. Once a match has been identified the incumbent will share the information with the Program Director for further assessment. If determination is approved, the incumbent must then follow up and communicate with applicant to create schedules, arrange travel and subsequent interview dates, prior to selection.

  • Currently, all fellowship interviews are conducted virtually. Incumbent will create and manage all Zoom links for the interview process and serve as “technology facilitator” (tech facilitator) for all interview dates for both programs.

  • After final selection, incumbent is responsible for updating system and coordinates all of the formal paperwork to be part of the program with These selections are input in ERAS. The incumbent must maintain confidentiality of the selection process.

Management of Canvas

The incumbent will manage Canvas, and Emory University School of Medicine’s online learning platform. The platform is a site for program curriculum, schedules, lesson plans, important documents and evaluation forms are housed for access by fellows and faculty. The incumbent will serve as the “super administrator”, for the Canvas platform.

The ‘super administrator’ is the person responsible for granting and rescinding access to canvas and training other administrators within the program. The incumbent will update schedules and documents in real time on Canvas with any changes or updates.

Teaching Conferences

The incumbent will be responsible for keeping track of attendance at the weekly fellowship training conferences and entering this information into NI. S/he also will assist with coordination of the conference speaker evaluations and tabulating and keeping track of the survey results.

Administrative Duties

The incumbent serves as the primary contact and resource person for individuals requesting information about the fellowship programs, furnishing them with the desired information, screening out those in which his/her judgment can be handled personally or by other staff members, and directs all other items with tact, diplomacy, and in a customer friendly manner to the appropriate resource. The incumbent receives and screens telephone calls, visitors, faxes, e-mails, and incoming mail, and handles routine matters independently based on general knowledge of the fellowship program.

MINIMUM QUALIFICATIONS:

  • Bachelor's degree in a field related to the program and two years of related experience, or an equivalent combination of education, training and experience.

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs. Schedule is based on agreed upon guidelines of department of work. Emory reserves the right to change remote work status with notice to employee.

Emory Supports a Diverse and Inclusive Culture

To ensure the safety of our campus community, the COVID-19 vaccine is required. For more information on the University and Hospital policies and potential exemptions, please see our website.

Emory University is dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, and veteran's status. Emory University does not discriminate in admissions, educational programs, or employment on the basis of any factor stated above or prohibited under applicable law. Students, faculty, and staff are assured of participation in University programs and in the use of facilities without such discrimination. Emory University complies with Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity and affirmative action. Emory University is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity and nondiscrimination policy in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Inquiries regarding this policy should be directed to the Emory University Department of Equity and Inclusion, 201 Dowman Drive, Administration Building, Atlanta, GA 30322.

Emory University is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request a reasonable accommodation, please contact the Department of Accessibility Services at 404-727-9877 (V) | 404-712-2049 (TDD). Please note that one week advance notice is preferred.

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Job Number 98951

Job Type Regular Full-Time

Division School Of Medicine

Department SOM: Medicine: Geriatrics

This position may involve the following Health and Safety issues: Not Applicable

Job Category Business Operations

Campus Location (For Posting) : City Atlanta

Location : Name Emory Campus-Clifton Corridor

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