Fellowship Coordinator (Full Time, Days)

Nicklaushealth; Miami, Northern (FL, KY); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Nicklaushealth's Medical Education Department seeks an administrative professional to support Fellowship Programs and daily education operations. You will coordinate curriculum sessions, manage IPM module issues, assist fellows with access, and maintain comprehensive records and documentation.

The role requires 3–5 years of GME or related administrative experience, a preferred Bachelor’s degree, and proficiency with New Innovations and standard office software.

Qualifications

• 3–5 years of Graduate Medical Education (GME) experience or relevant administrative experience.
• Bachelor’s degree preferred.
• New Innovations software experience preferred.
• Proficient with 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 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.

Responsibilities

• Coordinate Fellowship Curriculum Sessions: scheduling, reminders, attendance records, room booking, meals, and setup.
• Oversee IPM module issues in the AMA IPM web-based series.
• Assist Fellows with passwords; provide quarterly reports to the Program Director on Fellows performance.
• Perform ACGME administrative functions and maintain fellowship documentation.
• Enter ADS program updates and coordinate special review planning as needed.
• Prepare and maintain Fellows personnel files; manage contracts and licensure/Visas documents.
• Maintain Fellow files in New Innovations.
• Coordinate Fellowship onboarding process.
• Process travel and reimbursements for Fellows.
• Run central duty hour and procedure reports in New Innovations.
• Train staff on New Innovations; create schedules; assist in evaluations.
• Update annual fellowship requirements (academic schedule, evaluations).
• Schedule CCC and PEC; prepare documentation; Annual Performance Evaluation with Program Director.
• Meet weekly with the Program Director to review ACGME documents, evaluations, and duty hours.
• Demonstrate understanding of ACGME requirements through GMEC communications.

Skills

Communication

Time management

Confidentiality

Adaptability

Independent work

Education

Bachelor’s degree

Tools

New Innovations

MS Office

Job description

Description

Job Summary

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.

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