Fellowship Coordinator (Full Time, Days)

Nicklaushealth; Sunset Corners (FL); On-site; USD 52,000 - 68,000; Full time

Job summary

Nicklaushealth in Florida is seeking a detail-oriented Administrative Specialist to support the Medical Education Department and fellowship programs. Responsibilities include coordinating curriculum sessions, overseeing IPM module issues, assisting fellows with passwords, and maintaining documentation.

The role requires 3–5 years in GME or administrative work, a bachelor's degree preferred, and proficiency with New Innovations and MS Office.

Qualifications

• 3–5 years 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.

Responsibilities

• Coordinates the Common Fellowship Curriculum Sessions, including scheduling, reminders, attendance records, room setup and meals.
• Oversees software issues for AMA IPM modules and supports related activities.
• Assist Fellows with AMA passwords, monitor performance, and provide quarterly reports to the Program Director.
• Performs ACGME administrative functions, maintains documentation, and follows up daily on Fellowship programs.
• Enters ADS program updates and coordinates special review planning as needed.
• Prepares and maintains Fellows personnel files, contracts, and monitors licensure, PALS, visas, etc.
• Maintains Fellow files in New Innovations and coordinates Fellowship onboarding.
• Processes travel and reimbursements for Fellows and runs duty hour and procedure reports.
• Trains staff on New Innovations, creates schedules, and assists with evaluation prep.
• Updates annual requirements for fellowship programs, including schedule and evaluations.
• Schedules CCC and PEC meetings and prepares documentation.
• Meets weekly with the program director to review ACGME documents and evaluations.

Skills

Communication skills

Time management

Confidentiality

Organizational skills

Adaptability

Independent work

Education

Bachelor's degree preferred

Tools

New Innovations software

MS Office suite

Job 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.

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