Administrative Coordinator - Medicine Cardiology

Description

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Position Overview: The Fellowship Program Coordinator plays a pivotal role in organizing and managing various aspects of the fellowship program, ensuring its smooth operation and adherence to schedules, guidelines, and accreditation standards set forth by the Program Director and the Accreditation Council for Graduate Medical Education (ACGME). Additional administrative duties of the program coordinator include booking conference rooms, managing conferences and catering arrangements, overseeing freedom pay accounts, organizing graduation events and fellowship social activities as directed by the Program Director, facilitating interviews, assisting with credentialing and accreditation documentation, and coordinating orientation activities. The Program Coordinator should be highly organized, detail-oriented, and proactively evaluating daily processes of the Cardiology Fellowship with a goal to continuously improve efficiency and satisfaction of fellows and faculty.

Position Background and Intent from the ACGME: Each program requires a lead administrative person, frequently referred to as a program coordinator, administrator, or as otherwise titled by the institution. This person will frequently manage the day-to-day operations of the program and serve as an important liaison and facilitator between the learners, faculty and other staff members, and the ACGME. Individuals serving in this role are recognized as program coordinators by the ACGME.

The program coordinator is a key member of the leadership team and is critical to the success of the program. As such, the program coordinator must possess skills in leadership and personnel management appropriate to the complexity of the program. Program coordinators are expected to develop in-depth knowledge of the ACGME and Program Requirements, including policies and procedures. Program coordinators assist the program director in meeting accreditation requirements, educational programming, and support of fellows.

Key Responsibilities:

Scheduling:

• Proactively maintain the fellowship schedule built by the Program Director in coordination with the Chief Fellows. This includes ensuring appropriate communication between the fellowship and various other scheduling bodies including Eastowne continuity clinics, cardiac rehabilitation, as well as any new relevant rotations or clinical locations for fellows.
• Send out weekly coverage schedules via email to the Division of Cardiology, which includes weekly conference schedules.
• Manage WebXchange entries and Eastowne Clinic blocks according to guidelines.
• Ensure no scheduling conflicts with conference presentations and specific clinic coverages.
• Intake fellow vacation / FMLA / sick time / interviewing requests, ensuring proper documentation on the fellowship PTO form, and deliver to Chief Fellows and APD for Scheduling for input into the schedule. Keep an active tally of all time off.
• Coordinate the "core curriculum" lecture series and bimonthly meetings for the Advanced Heart Failure and Transplant Cardiology (AHFTC) fellowship.
• Organize our AHFTC fellowship Canvas website (resource section/virtual library)
• Coordinate the AHFTC rotations for visiting fellows/residents

Conference Rooms:

• Manage conference room bookings, ensuring availability and updating bookings for Interview Season as needed.

Conferences/Catering:

• Schedule and coordinate conferences and catering arrangements for July to August and September to June, following specified guidelines and alternating conference topics.
• Arrange for catering services and room bookings for conference sessions.

Freedom Pay:

• Manage Freedom Pay accounts and distributions for fellows, ensuring compliance with guidelines.

Graduation/End-of-Year Banquet:

• Coordinate the Teaching Award process, Chief Fellow Recognition, and Certificates of Completion, liaising with relevant contacts and ensuring timely submissions and pickups.
• Organize graduation gifts and banquet arrangements, including venue bookings, payments, and communication with vendors.

Welcome Party:

• Coordinate the Welcome Party arrangements, including venue bookings and communication with attendees.

Semi-Annual Meetings/Year-End Meetings:

• Schedule and coordinate semi-annual and year-end meetings for fellows and faculty members, ensuring timely arrangements and communication.
• Schedule and coordinate the Clinical Competency Committee and Program Evaluation Committee meetings with faculty.

In-Service Exam:

• Manage arrangements for the in-service exam, including registration, scheduling, catering, and communication with participants.

Interview Season:

• Coordinate interview season activities, including determining interview dates, scheduling faculty availability, arranging pre-interview dinners, and ordering catering.
• Manage applicant submissions, interview invites, and match day procedures according to timelines.

Credentialing:

• Assist with credentialing processes, including GME applications, training verifications, board letters, business cards, and white coat orders.
• Update or communicate with the applicable parties to keep the Division of Cardiology website up to date with current fellows.

Orientation:

• Coordinate fellowship orientation activities, including scheduling required meetings, training sessions, and orientations with relevant departments and offices.

Summary Note: This person works as part of a 2-member coordinator team, and they will share certain duties and back each other up. As the environment and programs evolve, there may be other duties added to and/or removed from this list of responsibilities. Flexibility and a 'can-do' attitude are among the most important attributes for a candidate to be successful in this position.

Other Information

Education Requirements:
* High School diploma or GED
Licensure/Certification Requirements:
* No licensure or certification required.
Professional Experience Requirements:
* Three (3) years of clerical or administrative experience.
* If Bachelor's degree, one (1) year of clerical or administrative experience.
* If Associate's degree, two (2) years of clerical or administrative experience.
Knowledge/Skills/and Abilities Requirements:

Legal Employer: STATE

Entity: UNC Faculty Physicians

Organization Unit: Medicine Cardiology

Work Type: Full Time

Standard Hours Per Week: 40.00

Salary Range: $20.03 - $28.52 per hour (Hiring Range)

Pay offers are determined by experience and internal equity

Work Assignment Type: Hybrid

Work Schedule: Day Job

Location of Job: US:NC:Chapel Hill

Exempt From Overtime: Exempt: No

This is a State position employed by UNC Health Care System with UNC Health benefits. If, however, you are presently an employee of another North Carolina agency and currently participate in TSERS or the ORP, you will be eligible to continue participating in those plans at UNC Health.

Qualified applicants will be considered without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

UNC Health makes reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as applicants and employees with disabilities. All interested applicants are invited to apply for career opportunities. Please email applicant.accommodations@unchealth.unc.edu if you need a reasonable accommodation to search and/or to apply for a career opportunity.