Fellowship Program Administrator

Department
 

BSD MED - Endocrinology - Administrative Support

About the Department
 

The Section of Adult and Pediatric Endocrinology, Diabetes and Metabolism is consistently recognized as one of the finest endocrinology centers in the U.S. The University of Chicago’s endocrinology program has a reputation for progressive therapies and leading-edge research.

Job Summary
 

Under the general supervision of the Fellowship Program Director and the Section Administrator, the Fellowship Program Administrator directs and oversees administrative activities associated with two different fellowship programs - Adult and Pediatric Endocrinology Fellowship Programs in the Department of Medicine as well as the administrative oversight of the Bone Program.

Responsibilities

• Manage and organize day-to-day administrative operations, including the supervision of student employees, and payroll functions associated with the fellowship program and the Bone Program.

• Work with Program Director to direct the complex schedule development, ensuring consistency with specifications for each fellowship track and considerations of prerequisites for rotations and on-call coverage, section preferences on timing, constraints on sequence, number of fellows on a rotation, etc. Determines special needs within fellowship tracks and assures that department, education and regulatory criteria are met.

• Prepare statistical material needed to meet accreditation and evaluation requirements of the program.

• Monitor and maintain current awareness of individual fellowship curriculum and activities. Ensure appropriate documentation of training experience for compliance requirements for program accreditation.

• Assist with accreditation reviews including documentation and faculty participation.

• Work closely with Program Director and Section to manage conferences and special events. Organize all aspects of program events including, but not limited to, breakfasts, lunches, dinners, graduation events, training exam days, internal and external lectures, alumni events and holiday parties.

• Monitor program expenditures. Prepare financial projections for all accounts.  Reconcile expenditures with monthly FAS reports.  Advise the Section Administrator of problem spending.  Propose solutions to discovered problems and make corrections in accordance with University policies and procedures.  Understand federal and major non-federal post-award policies as they apply to the Endocrine Training Grant, University allowable cost policies, and the fundamentals of sponsored academic research in a medical institution.  Plan yearly operating budget in conjunction with the Section Administrator. Manages the operating budget in consultation with the administrator.

• Manage recruitment-related expenditures: advertising, print materials.

• Establish and communicate guidelines for academic related expenditure requests involving educational materials, educational travel, and conference registration.

• Submit expenditures based on availability of funds and/or appropriateness to account budget.  Develop and enforce procedures and operating standards to assure accuracy and compliance to department, university, and agency policies. 

• Assess faculty development needs and participate in faculty development projects to enhance fellowship training.

• Direct yearly recruitment activities for multiple tracks within the fellowship program.

• Direct the faculty selection committee, in conjunction with the Program Director. Uphold and monitor faculty commitment to recruiting.  Organize and supervise their review of applicants.

• Uses national and professional society data to evaluate recruitment activities with a constant eye toward improvement.

• Coordinates and interprets requirements of the training program, including accreditation, duty schedules, evaluation process, resident/fellowship recruitment, Match process, orientation and employees relations.

• Has a moderate/high level of authority in reporting and ensuring compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.

• Performs other related work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree.

Experience:

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  Previous experience within an Academic Medical Center environment.

  
  

  
  

Preferred Competencies

• Familiarity with general business practices.

• Commitment to providing a high level of service and working in a team environment.

• High degree of professionalism.

• Attention to detail.

• Ability to handle confidential information with utmost discretion.

• Excellent interpersonal, verbal, and written communication skills.

• Ability to handle multiple tasks simultaneously and under tight deadlines.

• Strong analytical and organizational skills.

• Familiarity with basic data organization and analysis.

• Some experience with quality improvement practices.

Application Documents

• Resume (required)

• Cover Letter (required)

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family
 

Healthcare & Medical Services

Role Impact
 

Individual Contributor

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

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