Sr Residency/Fellowship Admin

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Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

910155 Anesthes & Periop Medicine

Work Shift:

UR - Day (United States of America)

Range:

UR URG 109 H

Compensation Range:

$26.90 - $37.66

Responsibilities:

With wide latitude for initiative and independent, professional judgment, candidates for this position must gather and interpret data and prioritize information regarding the Anesthesiology Fellowship Programs, fellows and faculty. Advanced graduate medical education knowledge and skills preferred. Must be proficient in Microsoft Windows word processing, Excel, PowerPoint, Google, and have the ability to quickly learn various required software. Meticulous attention to detail required.

This candidate must have superior interpersonal and organizational skills and must be sensitive to confidentiality as the candidate will provide primary administrative support to the Anesthesiology Fellowship Program Directors. This includes time management and calendaring for the Directors, prioritizing competing demands, and delegating matters as appropriate.

The Fellowship Program Coordinator is responsible for managing the coordination with operations and communications for all NYS, institutional, and departmental components within the accredited residency training program in anesthesiology. The position requires a comprehensive and detailed understanding of NYS policies and hospital policies, utilizing initiative and independent judgment.

This position will continually project-manage a wide range of programs, alongside the Assistant Director of Education and Program Directors, including long range planning, recruiting trainees, maintaining databases, communicating with faculty and trainees regarding a range of issues, and communicating with internal and external programs.

Essential Functions:

Scheduling

• Clinical – manages and tracks duty hours, case logs, vacation and sick days, and leaves ofabsence for fellows.
• Educational – oversees and manages the scheduling of all educational conferences andmaintainsattendancelogs. Dissemination ofeducational calendar (including but notlimitedtoexamdates,promotionmeetings),as appropriate to department via appropriate medium (intranet,flyers).
• Manages departmental fellow orientation schedule annually.
• Working in conjunction with Residency scheduling and Operating Room needs, oversees and manages the clinical rotation scheduling of all Anesthesiology fellows, including inbound rotators and departmental fellows.

Evaluations

• Compiles, edits, and verifies reporting and processing data regarding evaluations and milestones.
• Managesoversightofevaluation completion.

Recruitment

• Manages recruitment for 5 ACGME Accredited fellowship programs. Creates and implements processes to streamline operations and calendaring.
• Designing, editing and improving program marketing materials as well as oversight of accurate program and fellow data in public facing websites and GMETrack, which feeds AAMC for medical student/UME use;
• Managing recruitment databases and program's National Residency Matching Program and SF Match information (required oversight for initiating match status, program status, numbers of positions, levels of positions, accurate program data, etc.); managing ERAS PDWS, Thalamus, Cortex (Invitation, application, Interview and reporting mechanisms for recruitment); inviting applicants to interview, planning and scheduling all desired candidates for their faculty interviews; expert level knowledge of national matching policies and guidelines, as well as inclusive excellence initiatives. Ensuring all applicants sign ACGME and GME required acknowledgements of documentation and ensure distribution of same including but not limited to contracts, benefits, stipends, etc..
• Distributes post-match surveys, analyzes results and provides feedback to PDs and PEECs.
• Runsreportsas needed tosupport the recruitment process
• Negotiates, verifies andanalyzesexpendituresrelatedto the recruitment process.

Onboarding- 5 ACGME Accredited Fellowship Programs Annually

• Manages fellow compliance withadministrative matters including(butnotexhaustive) health updates, EAP onboarding, HCS enrollment,MCICtraining completion, ABA registration, RQI enrollment, POCT.
• Manages process of maintenance of personnel records completing and submittingpaperworktoupdatelevelsoftraining and annual salary changes.
• Implements and manages new process for storage of records older than 15 years.
• Responsible for accuracy when inputting new fellows into ACGME andMedHub systems; addsnewresidentsand faculty toweb-based evaluation system.
• Liaison for new fellows with account setup in TrueLearn, MedHub,andanyother fellow Specific software applications.
• Oversee new fellow membership applicationsto local (NYSSA), and national (ASA, IARS, etc) organizations.
• Manages onboarding process, including PLAs, for inbound fellow rotators.

Offboarding

• Coordinatesandorganizesgraduationactivitieswithassistance from otheradministrative staff.
• Compiles and analyzes data from alumni surveys for programgraduatesafteryear 1 and 5 for presentationto PEEC.
• Manages year-end credentialing paperwork, final evaluation forms, and closing outofaccounts, emails, lockers, and identification access.
• Manages all post-fellowship requests for credentialing,and residency filereviews,asappropriate.
• Manages offboarding process for inbound fellow rotators.

Reporting

• In partnership with PDs, prepares paperwork for annualaccreditation review – including butnot limited to WebADS, RTID, FREIDA, ACGME, self-studies, and sitevisits.
• Inspect and analyze duty hours for fellows to ensure compliance with NY State 405 regulations weekly for GME and the program; investigate potential violations and provide feedback to the Program Directors.
• Developing, managing, and tracking processes for required data reporting and metrics; interpreting data and generating reports for program and institutional leadership; expert user and manager for multiple databases required for program management: MedHub Fellowship Management System; Electronic Residency Application System (ERAS); ACGME Accreditation Data System (ADS)
• Oversees,manages and tracks Case Logs, as needed.
• Prepares and helps manage program-specificyear-end survey reportoffellows(and faculty asappropriate)with approval from PEEC
• Manages all reporting related to hospital and NYS compliances.
• Collect and distribute data CCC meetings; gather information and develop summary sheets regarding each fellow for each advisor and committee members (including the handling of large volumes of confidential fellow and faculty data). Assess, identify and communicate the needs from background material that will impact decisions regarding the CCC and/or follow-up meetings.

Administrative Support- Provided for 5 ACGME Accredited Fellowship programs

• Manages all fellow reimbursement processingof educational accounts
• Maintainsrelationshipswithoutsidevendors and processes invoices in a timely manner
• Coordinatesand serves as a proctor for examadministrations for In-Training Exams for fellows
• Answers main Anesthesiology Fellowship phone line

Professional Development

• Maintenance of knowledge regarding hospital, NYS, ACGME, and ABA Residency Requirements.
• Completion of TAGME certification within 5 years.
• Membership in AAPAE

Other duties as assigned

Minimum Education & Experience:

• Bachelor's degree and 4 years of relevant experience required; courseworkin health care administrationpreferred
• or equivalent combination of education and experience required

​
Knowledge, Skills & Abilities:

• Proficiency in technology isrequired for this position. Atleast three to five yearsofexperience, proficiency with computers and most common software packages oran equivalent combinationof education and experience.

Pre-hire, must have proficiency in:

• Microsoft Office, utilizing alloftheprograms within Microsoft (Excel,Word, Outlook, etc.) to work and communicate efficiently.
• Google Drive, including Google Docs, Sheets, Forms, etc

Post-hire, if unfamiliar with, must acquire proficiency in the following:

• MedHub s of t ware (a web-based evaluation, activity planning, financial monitor, calendarand duty hourmonitoringprogramusedthroughoutall GME training programs within the URMC and Medical School).
• Qgenda Physician Attendingsoftware (a web-based scheduler for rotations,callandclinics).
• ERAS and Thalamus (web-basedelectronic residency application systems).
• Red Cap
• Adobe Acrobat Pro
• Box (collaboration and file storage software)
• Zoom

Licenses and Certifications:

• TAGME Certification Required within 5 years of hire

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.