Fellowship Coordinator (Full Time, Days)

Nicklaus Children's Health System; Miami (FL); On-site; USD 50,000 - 70,000; Full time

Job summary

Nicklaus Children's Health System is seeking a Clerical/Administrative professional to support the Medical Education Department and Fellowship programs. The role involves coordinating curriculum sessions, onboarding, and maintaining documentation in New Innovations.

You will assist Fellows with credentials, manage travel reimbursements, and generate quarterly performance reports for the Program Director, while ensuring confidentiality and scheduling efficiency.

Qualifications

• 3-5 years Graduate Medical Education (GME) experience or relevant administrative experience.

Responsibilities

• Coordinates the Common Fellowship Curriculum Sessions, including scheduling, reminders, attendance records, booking rooms and meals.
• Oversees software issues for AMA IPM modules and provides support.
• Assists Fellows with passwords and quarterly performance reports to the Program Director.
• Performs various ACGME administrative functions and maintains documentation.
• Enters ADS program updates and coordinates special review planning as needed.
• Prepares and maintains Fellows personnel files, contracts, and licensure/visa documents.
• Maintains Fellow files in New Innovations and coordinates onboarding.
• Processes travel and reimbursements for Fellows.
• Runs centralized duty hour and procedure reports in New Innovations.
• Trains staff on New Innovations usage and assists with evaluations.

Skills

Communication skills

Confidentiality

Problem solving

Time management

Independent work

Interpersonal skills

Education

Bachelor’s degree

Tools

New Innovations

Job description

Job Summary

Assists the Medical Education Department in the administration and daily operations of the Fellowship

Description

Assists the Medical Education Department in the administration and daily operations of the Fellowship Programs and other Medical Education duties.

Job Specific Duties

• Coordinates the Common Fellowship Curriculum Sessions, including; scheduling, sending reminders, maintaining all attendance records, booking conference rooms, coordinating meals, and room set-up.
• Oversees software issues for the required AMA “Introduction to the Practice of Medicine” (IPM) modules, an interactive, web-based educational series.
• Assist Fellows with AMA passwords, continuous monitoring, and provides quarterly reports to the Program Director on the status of the Fellows performance.
• Performs various ACGME administrative function, maintains documentation, and follows-up daily on the Fellowship programs.
• Enters ADS program updates & coordinates special review planning as needed.
• Prepares and maintains Fellows personnel files, maintains contracts (new and renewals) & monitors required documents (e.g. licensure, PALS, Visas, etc.).
• Maintains Fellow files in New Innovations.
• Coordinates Fellowship on-boarding process.
• Processes all travel and other reimbursements for Fellows.
• Runs centralized duty hour report and centralized procedure report on New Innovation software.
• Trains staff on software use and maintenance of New Innovations. Creates schedules, and assists Program Director with evaluation preparation within New Innovations as needed.
• Updates the ongoing annual requirements for the fellowship programs, including but not limited to; academic schedule, evaluations, etc.
• Schedules the semi-annual Clinical Competency Committee (CCC) and prepares documentation.
• Schedules the annual Performance Evaluation Committee (PEC) and prepares documentation. Prepares Annual Performance Evaluation (APE) with Program Director.
• Meets with the assigned program director weekly to review, prepare, and coordinate all required ACGME documents, evaluations, duty hours, and procedures.
• Demonstrates and communicates an understanding of the ACGME requirements through ACGME Communications, GMEC, and Department of Medical Education.

Qualifications

Minimum Job Requirements

• 3-5 years Graduate Medical Education (GME) experience or relevant administrative experience

Knowledge, Skills, And Abilities

• Bachelor’s degree preferred
• New Innovations software experience preferred
• Prior experience using word processing, spreadsheet, database, internet and e-mail applications
• Ability to work flexible hours including nights and weekends as needed
• Ability to communicate well, verbally and in writing, and to maintain confidentiality of sensitive information
• Ability to interpret, adapt and react calmly under stressful conditions
• Ability to use logical thinking to interpret data and solve broad range of problems
• Ability to work independently and flexibly with minimal supervision
• Ability to relate cooperatively and constructively with clients and co-workers
• Ability to maintain well-organized records and track requirements
• Effective time management skills

Job

Clerical/Administrative

Department

MED ED ADMIN PERSONNEL-2100-350950

Job Status

Professional