Medical Residency Program Coordinator IV - R103799

Department:

Location: Health Sciences Center

Time Type:

Full time

Worker Type:

Regular

Job Req ID: R103799

Minimum Requirements:

Associate's degree and four or more years of related experience, or an equivalent combination of education, training and work experience. Grade 4N

Position Description:

The Medical Residency Program Coordinator IV for the Divisions of Pediatric Endocrinology and Infectious Diseases serves many roles. The high-level responsibilities of this position include coordinating the activities of multiple active subspecialty clinician-educators; acting as Residency Program Coordinator for the Pediatric Endocrinology and Infectious Disease Fellowships; helping to manage the many interactions that division faculty and trainees have with other groups, including other divisions, the Department of Pediatrics, the University, research and academic collaborators, public health authorities, the media, sponsors, and vendors. This position also provides comprehensive administrative support including but not limited to arranging travel for Division members, assisting with the recruitment of faculty, facilitating the onboarding of new faculty, and maintaining calendars for the Division.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Management Responsibilities - Endocrinology (40%)

• Identify key issues and function as a liaison with the department to resolve problems.
• Oversee comprehensive administrative duties for the Divisions of Pediatric Endocrinology, providing academic administrative support.
• Manage and coordinate academic and clinical calendars in collaboration with faculty and staff and the NCMG Manager.
• Collaborate with Division Chief to establish Endocrine and Pediatric Grand Rounds Faculty Schedule.
• Manage observer calendars for students (high school, college, medical, nursing, nurse practitioner students), residents, and fellows.
• Work closely with Division Chiefs and Departmental Faculty Affairs Manager to produce yearly work assignments and annual reviews.
• Serve as a travel resource person for faculty in coordination with the NCMG Practice Manager.
• Assist faculty and staff in managing their travel, media interviews, lectures, and presentations.

• Submit purchase requests and make procurement card purchases.
• Review and certify monthly ProCard reconciliations.
• Process journal vouchers, travel vouchers, and reimbursements for faculty, staff, and candidates.

Collaborates with the Program Directors and program leadership to support the administration and educational conduct of the programs. Provides high-level programmatic management, analysis, and interpretation of fellowship programs through comprehensive Graduate Medical Education (GME) knowledge.  Oversees Institutional and Accreditation Council for Graduate Medical Education (ACGME) compliance bringing any non-compliance issues to the attention of the Program Directors and the appropriate fellow.

Day-to-Day Operations:

• Completes ACGME surveys, the annual program review, and WebADS yearly updates to ensure compliance with ACGME accreditation requirements.
• Coordinate, schedule, and prepare necessary resources for staff Division meetings, including but not limited to Journal Club, Operations, Educational Core Conference, Faculty Meetings.
• Provides day-to-day support to the fellow; tracks vacation, leave, and conference attendance.
• Creates, maintains, and updates fellow portfolios in MedHub.
• Manages the program evaluation process including evaluations of fellows, faculty, and program.
• Coordinates the program's Clinical Competency Committee and ensures reporting of ACGME Milestones and ABP Entrustable Professional Activities (as applicable).
• Ensures the fellow remains current with various licensures, certifications, and training compliance.
• Reviews and revises Program policies and Letters of Agreement annually or as needed.
• Coordinates and schedules educational conferences and annual reviews for the program.
• Prepares and manages program budget; assists with fellowship-related purchases and travel arrangements.

Recruitment:

• Manages annual fellowship recruitment process including general logistics, application review, candidate interviews (either virtual or in-person), and serving as a voting member of the selection committee.
• Coordinates with Chair's office and OME to update the fellowship program website and recruitment applicant site.

Other:

• Engages in professional development with participation in GME educational workshops/conferences.

• Work with Division Chiefs and Pediatric HR on the hiring process for new staff, the need to fill vacancies and open new positions.
• Oversee the recruitment, onboarding, and hiring of all new faculty and staff and maintain necessary  employee records.
• Keep staff informed of Dept. of Pediatrics and UofL policies and procedures regarding HR issues.
• Understand, follow, and train staff in the Department of Pediatrics and the University's SOP's.
• Coordinate staff performance appraisals on an annual basis and as needed for new employees.
• Oversee the  training of staff in Pediatric Endocrinology and Pediatric Infectious Diseases.

• Proficient in MS Word, Excel
• Effective oral, written, and interpersonal skills

• Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
• Communications and Media - Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.
• Analytical - ability to collect, organize and visualize data to draw conclusions and find productivity solutions.
• Organized - able to prioritize multiple duties within the division to maintain and meet deadlines.
• Effective written and oral communication - being able to clearly know your goal and state it clearly, use the correct tone for your purpose, stay on topic, and keep the language simple, both written and oral.
• Attention to detail - Ability to achieve thoroughness and accuracy to accomplish a task. Be effective and minimize the risk of errors.
• Teamwork - working with a group of people to achieve a shared goal or outcome effectively. Five key elements for teamwork include communication, delegation, efficiency, ideas, and support.
• Work Ethic - important part of being successful in your career. Forming good habits, i.e., focusing, staying motivated, and finishing tasks. Always show respect to others, manage your time wisely, and be honest. Follows the rules. Integrity and disciplined.

$31.38

Target Compensation Minimum:

$20.92

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Employment team at [email protected] or 502.852.6258.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 215 Central Avenue, Ste 205 - Louisville, Kentucky 40208.

If you require assistance or accommodation with our online application process, please contact us by email at [email protected] or by phone 502-852-6258.