Fellowship Program Coordinator

Children's Hospital of The King's Daughters; Norfolk (VA); On-site; USD 60,000 - 90,000; Full time

Job summary

Children's Hospital of The King's Daughters seeks a Fellowship Program Coordinator to lead the educational and programmatic activities for faculty, fellows, and the program, ensuring accreditation readiness and compliance. Reports to the Director of Mental Health Service Line and the Program Director.

The role includes coordinating trainee appointments, credentialing, data management, scheduling conferences, and supporting ACGME processes, while maintaining records and contributing to program

Qualifications

• Bachelor’s Degree required.
• One year of administration or office management experience.
• Academic health care setting experience preferred.
• Strong organizational, multitasking, and deadline-driven approach.
• Ability to adapt to changing environments and work independently.
• Proficiency with Microsoft Office and ability to learn new systems.

Responsibilities

• Manages appointment process for incoming trainees in coordination with appointment and credentialing processes in the Office of Graduate Medical Education and CHKD.
• Establish and ensure compliance with program-specific credentialing requirements like registration, licensure and visas (e.g., BCLS, PALS, simulation training).
• Manages all aspects of internal and external databases including scheduling, duty hours tracking, procedure logs, NPRMP and trainee/alumni records.
• Oversees completion of requirements for the Well-Being Index and Duty Hours.
• Participates in the development of competency-based goals, objectives and curriculum documents.
• Schedules and coordinates the teaching of didactic and clinical conferences.
• Maintains educational files for all current trainees and alumni.

Skills

Organization

Multitasking

Time management

MS Office

Education

Bachelor’s Degree

Tools

New Innovations Residency Suites

ACGME ADS

Job description

The Fellowship Program Coordinator provides leadership and day to day management of educational and programmatic activities of the faculty, fellows and the program. They participate and provide information to accrediting committees to ensure compliance. Reports to the Director of Mental Health Service Line and is accountable to the Program Director for direct oversight.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manages appointment process for incoming trainees in coordination with appointment and credentialing processes in the Office of Graduate Medical Education and CHKD.
• Establish and ensure compliance with program-specific credentialing requirements like registration, licensure and visas (e.g., BCLS, PALS, simulation training) in conjunction with the Office of Graduate Medical Education and assist in the completion of the program documents for the Office of Graduate Medical Education.
• Manages all aspects of internal and external data bases including scheduling, duty hours tracking, procedure logs, GME Track, National Residency Matching Program (NPRMP) and current trainee and alumni records of the program.
• Oversees completion of requirements for the Well-Being Index and Duty Hours.
• Participates in the development of competency-based goals and objectives and curriculum documents.
• Schedules and coordinates the teaching of the didactic and clinical conferences.
• Staffs and actively participates in the Annual Program Evaluation (APE) Committee meetings, the Clinical Competency Committee, Program Self-Study process and attends the Virginia Residency Coordinators Statewide meetings. Participates and reports out to committees as required. Enters committee milestones evaluations into appropriate accreditation systems.
• Organizes annual meeting for leadership and the educational site director at each participating institution. Prepares and updates Program Letter of Agreement with all participating sites if major program change occurs at meetings.
• Assists program director in the development of program evaluations measuring trainee and faculty performance, content of educational assignments and the overall program including the APE process.
• Administers the scheduling, evaluation process through New Innovations Residency Suites and ensures evaluations are competency based and completed at the end of the education assignment or other designated due date.
• Oversees the planning and implementation of required faculty development activities, including development of tools to educate faculty on the ACGME core competencies or other accrediting bodies, and ensuring faculty include the competencies in teaching sessions.
• Tracks and documents faculty attendance at professional development activities and updates CV’s into ACGME ADS.
• Maintains educational files for all current trainees and for alumni.
• Coordinates distribution of alumni follow-up surveys and summarize the data for the PEC.
• Maintains and submits financials to the Office of Business Management
• Processes reimbursement requests and tracks leave.
• Develops and maintains trainee schedules, including annual rotation schedules, call schedules, and clinical schedules. Communicates schedules to participating institutions.
• Advises and counsels trainees concerning specialty board educational requirements and makes adjustments to schedules to ensure compliance.
• Performs other duties as assigned.

LICENSES AND/OR CERTIFICATIONS

• Certification through the Training Administrators of Graduate Medical Education (TAGME) must be obtained within the first two years of employment.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

• Bachelor’s Degree required.
• One year of experience in administration and/ or office management.
• Experience in an academic health care setting is preferred.
• Excellent organizational skills, an ability to multi-task, and prioritize competing priorities, work independently, and meet important deadlines.
• Requires ability to manage time and resources to ensure assignments are completed accurately and deadlines are met. Meets attendance/punctuality requirements.
• Requires ability to adapt to changing work environments, work priorities, and organizational needs with enthusiasm and energy. Takes independent action to address and resolve problems.
• Requires ability to calculate figures and amounts such as discounts, interest, proportions and percentages. Ability to track trends in recruitment, graduation, and other training activities. Requires critical thinking skills, decisive judgment and the ability to work with minimal supervision.
• Proficiency with Microsoft Office applications (Word, Excel, Access, Power Point) and the ability to learn new electronic systems such as New Innovations Residency Suites and the Accreditation Council for Graduate Medical Education (ACGME) Accreditation Data System (ADS).

WORKING CONDITIONS

• Expected to work in a patient care environment with minimal exposure to environmental hazards such as, but not limited to, excessive noise, dust, or extremes in temperatures. Exposure to communicable diseases and moderately adverse working conditions due to the need to perform certain patient care activities can be expected.

PHYSICAL REQUIREMENTS

• Click here to view physical requirements.