Fellowship Coordinator, Pediatrics (Full-Time) - Day

Hackensack Meridian Health; Hackensack (NJ); On-site; USD 58,000 - 71,000; Full time

Job summary

Hackensack Meridian Health seeks a Fellowship Coordinator, Pediatrics, to manage the operational and financial aspects of accredited fellowship programs. You will ensure compliance with ACGME and hospital policies while coordinating with faculty, fellows, and departments.

The role requires strong organizational skills, confidentiality, and the ability to improve workflows and recruitment efforts within the GME framework in New Jersey.

Qualifications

• Bachelor's degree and/or 3–5 years in healthcare academics/education or related environment.
• Excellent written and verbal communication skills.
• Ability to organize information and handle sensitive data with confidentiality.
• Working knowledge of MS Word, Excel, PowerPoint and related software.

Responsibilities

• Provides program oversight and supports program directors on workflow, cost effectiveness, and process improvements.
• Interprets and applies ACGME and hospital policies to support compliance.
• Provides supervision and support to fellows; liaises with hospital admins and departments.

Skills

Strong communication skills

Organizational skills

Discretion/confidentiality

MS Office proficiency

Independent decision making

Education

Bachelor's degree

C-TAGME certification

Tools

New Innovations

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Overview

Our team members are the heart of what makes us better. At Hackensack Meridian Health we help our patients live better, healthier lives — and we help one another to succeed. With a culture rooted in connection and collaboration, our employees are team members. Here, competitive benefits are just the beginning. It’s also about how we support one another and how we show up for our community. Together, we keep getting better - advancing our mission to transform healthcare and serve as a leader of positive change.

With oversight and direction from Program Director(s), the Fellowship Coordinator is responsible for the operational and financial management of each of the accredited fellowship training programs. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment. The Fellowship Coordinator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.

Responsibilities

A day in the life of a Fellowship Coordinator, Pediatrics at Hackensack Meridian Health includes:

• Provides support and meets regularly with the program Director(s) concerning office management issues and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Training Director for improvement.
• May assist in program-level policy development.
• Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.
• Provides both administrative supervision and support to fellows. Acts as a liaison between fellows and hospital administration when necessary. Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding fellow recruitment, orientation, annual program Affiliation Agreements, and external rotations.
• Oversees department-level trainee orientation.
• Informs residents and trainees of inter and intradepartmental policy and procedure changes, with assistance from GME office.
• Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, malpractice extensions, annual contracts, and initial and re-credentialing of trainees.
• Manages materials for specialty-specific trainee exams and may assist with proctoring exams.
• Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluates and standardizes office procedures andeffectively troubleshoots and resolves issues.
• Maintains databases with resident and faculty data, including New Innovations.
• Manages the evaluative processes of the trainees, program, faculty, and rotations.
• Develops and distributes call schedule.
• Oversees all purchasing for the office/program. Assesses equipment acquisition and training needs, and makes recommendations to the Program Director(s). Orders equipment and supplies for the training office.
• Plans departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
• Organizes meetings and prepares and distributes materials for conferences and lectures.
• Develops brochures, invitations, or advertisements for events/lectures.
• Coordinates medical student rotations and, as appropriate, `observerships`.
• Creates and/or maintains external program advertising/media through websites, brochures, postcards, publications and other such media. Creates/edits annual publications regarding the program. Maintains program`s website.
• Maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the Residency Recruitment season.
• Performs all Match responsibilities and corresponds with newly matched fellows about requirements and process for appointment to the hospitals. In applicable programs, assists with quota review and rank list entry and certification in NRMP (National Residency Matching Program).
• Verifies trainees` status and activities as needed.
• Assists in the preparation for ACGME Site Visits and internal reviews.
• Assists in monitoring residents` duty hours and operative/case experience via regular review of data reports.
• Receives inquiries from residents and applicants and triage as necessary to others within the department or in other hospital/PHS departments.
• Performs other duties as assigned by the Program Director.

Qualifications

Education, Knowledge, Skills and Abilities Required:

• Bachelor's degree and/or minimum of three to five years` experience working in healthcare academics/education, or related work environment.
• Excellent written and verbal communication skills.
• Ability to organize information.
• Ability to handle sensitive information with absolute confidentiality.
• Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint.
• Ability to make decisions independently or to escape issues as needed.

Education, Knowledge, Skills and Abilities Preferred:

• Minimum of five years' experience working in healthcare, education, corporate office or related environment.
• Experience working with Graduate Medical Education.
• Should have knowledge of our online program for tracking resident performance, New Innovations
• C-TAGME certification

Contacts:

• All Medical Personnel, Patients and Visitors.

Starting Minimum Rate

Minimum rate of $64,313.60 Annually

Job Posting Disclosure

HMH is committed to pay equity and transparency for our team members. The posted rate of pay in this job posting is a reasonable good faith estimate of the minimum base pay for this role at the time of posting in accordance with the New Jersey Pay Transparency Act and does not reflect the full value of our market-competitive total rewards package. The starting rate of pay is provided for informational purposes only and is not a guarantee of a specific offer. Posted hourly rates may be stated as an annual salary in the offer and posted annual salaries may be stated as an hourly rate in the offer, depending on the level and nature of the job duties and credentials of the candidate. The base compensation determined at the time of the offer may be different than the posted rate of pay based on a number of non-discriminatory factors, including but not limited to: Labor Market Data: Compensation is benchmarked against market data to ensure competitiveness. Experience: Years of relevant work experience. Education and Certifications: Level of education attained, including specialized certifications, credentials, completed apprenticeship programs or advanced training. Skills: Demonstrated proficiency in relevant skills and competencies. Geographic Location: Cost of living and market rates for the specific location. Internal Equity: Compensation is determined in a manner consistent with compensation ranges for similar roles within the organization. Budget and Grant Funding: Departmental budgets and any grant funding associated with the job position may impact the pay that can be offered. Some jobs may also be eligible for performance-based incentives, bonuses, or commissions not reflected in the starting rate. Certain positions may also be eligible for shift differentials for work performed on evening, night, or weekend shifts. In addition to our compensation for full-time and part-time (20+ hours/week) job positions, HMH offers a comprehensive benefits package, including health, dental, vision, paid leave, tuition reimbursement, and retirement benefits.