Residency/Fellowship Program Coordinator - Pediatric Nephrology

Washington University in St. Louis; St. Louis (MO); On-site; USD 66,965,000 - 103,699,000; Full time

Job summary

Washington University in St. Louis seeks an Administrative Coordinator to manage the Pediatric Nephrology Fellowship Program and ensure regulatory compliance. You will maintain essential documentation and serve as a liaison among fellows, departments, attending physicians, administration, and external partners.

The role covers scheduling interviews, coordinating fellow rotations and conferences, and providing administrative services with minimal supervision within the division.

Qualifications

• Bachelor’s degree or equivalent may substitute for minimum education.
• No specific certifications required.
• No specific work experience required.

Responsibilities

• Review applications and coordinate interviews for fellows.
• Coordinate fellows’ schedules, rotations, vacations, calls and conferences.
• Maintain records for ABP/ACGME and other boards.
• Liaise with ERAS, NRMP, New Innovations and other agencies; coordinate site visits.

Skills

Interpersonal communication

Detail-oriented

Problem solving

Time management

Written communication

Independent judgment

Accreditation standards

Computer literacy

Database management

Spreadsheet management

Medical policy

Oral communications

Education

Bachelor’s degree or equivalent

Tools

Job description

Position Summary

Manage and coordinate the Pediatric Nephrology Fellowship Program. Assures program compliance with regulatory agency standards and maintains essential documentation required for program viability. Functions as a liaison between fellows, departments, attending physicians, administration and outside institutions. Provides administrative support to the Infectious Diseases Division Chief as well as organize and assist with coordinating office functions, programs and schedules, providing administrative services, and performing specialized/technical duties with minimum supervision.

Location

SAINT LOUIS, MO 63110

Scheduled Hours

40

Job Description

Primary Duties & Responsibilities:

• Reviews applications of fellowship program applicants, schedules and coordinates yearly interviews for selection of new fellows, establishes files of completed applications and related materials, corresponds with candidates and those who are accepted into the program. Arranges schedules, evaluations, tours and social events for selected applicants.
• Coordinate fellows’ schedules, rotation, vacation, call and conference schedules. Arrange for business cards, and mailboxes. Arrange for certificates of program completion.
• Reviews ACGME “General and Special Requirements for Fellowship Training” and evaluates program to assess compliance. Maintain all records and documentation required by the ACGME. Supervises the collection of data fulfilling requirements of ACGME and other licensing and credentialing boards (GME, ABP, AMA, SLCH, and BJC-CVO).
• Initiate and track faculty and fellow evaluations and program evaluations in computer system including fellows’ monthly duty hour assessments, and other periodic evaluations as required by the ABP.
• Liaison to internal/external agencies (ERAS, New Innovations, NRMP, and AOISS). Monitor program for compliance and coordinate site visits. Create reports, and coordinate site visits.
• Organize and participate in the Program Committee Meeting and the Clinical Competency Committee Meeting required by ABP, as well as attend the GMEC meetings.
• Coordinate and schedule Scholarship Oversight Committees per ABP guidelines.
• Verify for accuracy and process check requests, travel advances, and travel reports of division faculty and fellows and obtain approval from Division Chief then submit to accounting unit.
• Coordinate SITE visits with the ACGME for accreditation, as well as internal site visits with the university GME office.
• Coordinates and updates fellow’s rotation and conference schedules, including the SLCH on-call system.

Nephrology Division Support:

• Assistant to Division Chief
• Prepare, and update curriculum vitaes and bio-sketches for division faculty and fellows in computer system.
• Coordinate faculty applicant interviews (including travel, hotel, itinerary, dinners, etc.).
• Maintains and orders office supplies for the Division of Pediatric Nephrology.
• Prepare, coordinate and manage the faculty schedule.
• Monitors the general maintenance of the building, notifies maintenance of problems, places work orders, and follows-up with facility services on the completion of tasks.
• Provide backup coverage for other division support staff during planned and unplanned absences.
• Processes visitor forms and processes shadow requests.
• Maintain files on all faculty including confidential tenure and promotion packets
• Other duties as assigned.

Takes Accountability:

• Adapts to change
• Accepts responsibility for learning
• Follows policies and procedures
• Communicates directly

Working Conditions:

Job Location/Working Conditions

• Normal office environment.

Physical Effort

• Typically sitting at desk or table.
• Walking to various areas of campus particularly during interview period.

Equipment

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Education:

Required Qualifications

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications / Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

No specific work experience is required for this position.

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

Preferred Qualifications:

More About This Job

• Two years’ experience working with residency or fellowship training programs or in a related field.

Education:

Preferred Qualifications

No additional education unless stated elsewhere in the job posting.

Certifications / Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Accreditation Standards, Computer Literacy, Database Management, Detail-Oriented, Independent Judgment, Interpersonal Communication, Medical Policy, Oral Communications, Personal Initiative, Problem Solving, Sound Judgment, Spreadsheet Management, Time Management, Word Proccessing, Working Independently, Written Communication

Grade

G09-H

Salary Range

$23.37 - $36.19 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our free Metro transit U-Pass for eligible employees.
• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.
• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.