University of Utah Coordinator, Admi Program in Salt Lake City, Utah
Open Date 11/19/2020
Requisition Number PRN24767B
Job Title Coordinator, Administrative Program
Working Title Coordinator, Admi Program
Job Grade D
FLSA Code Administrative
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Work Schedule Summary
VP Area U of U Health - Academics
Department 00224 - Internal Medicine Admin
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 31600 to 37500
Open Until Filled Yes
Responsible for day-to-day administration of fellowship programs under general direction from the Program Director and Office of Education. Plans and implements activities of programs, ensuring goals and objectives are in accordance with established criteria. Interprets program policies and advises program participants on the application of regulations.
The following is a list of the most common responsibilities of a Fellowship Program Coordinator:
• Oversee daily program operations and coordinate program activities
• Meet weekly with the program director to make sure needs for the fellowship are met
• Review and ensure compliance and implementation of the Accreditation Council for Graduate Medical Education ( ACGME ) and specialty/subspecialty board policies and requirements
• Prepare for and participate in ACGME accreditation activities (self study, site visits)
• Assist Program Director and faculty in the development of program curriculum, including integration and evaluation of core competencies into all educational activities
• Create, distribute and update fellow handbook and rotation goals & objectives
• Review, update and implement program-specific policies
• Serve as liaison for fellows; evaluate morale, wellness, and respond to concerns
• Maintain fellow and program files
• Create, distribute, track and file evaluations (MedHub)
• Compile fellow evaluations and paperwork for the semi-annual review with the program director
• Monitor fellow’s weekly work hour reports (MedHub) and address potential violations
• Track and monitor fellow procedure logs
• Coordinate the Mini- CEX reviews of fellows with both fellows and faculty
• Compile data and prepare/submit reports for Program Director, GME office, accrediting bodies, and other organizations
• GME monthly schedule audits, fellow contracts, onboarding, offboarding, Program Letters of Agreement (PLAs)
• Annual updates: ACGME WebADS update, GME Track program survey and trainee census, ABIM GMETrack
• Monitor program quality and effectiveness and research improvement methods
• Oversee fellowship program budget: purchase materials, maintain appropriate documentation, ensure budget goals are met, participate in annual budgeting
• Serve as a member of, develop agendas, take minutes, and implement decision and actions for the Fellowship committees:
• PEC (Program Evaluation Committee), annual
• CCC (Clinical Competency Committee), varies by program (min. semi-annual)
• Coordinate Fellow’s Academic Conference Schedule (Didactics) with Course Director
• Assign fellows, faculty and distribute schedule
• Request and schedule rooms for in person conferences
• Maintain CME compliance and keep University event calendar updated
• Plan and coordinate fellowship events including orientation, graduation, and welcome events
• Plan and coordinate all aspects of fellow recruitment, including
• Register for the Match via National Residency Matching Program ( NRMP )
• Manage applications via Electronic Residency application Service ( ERAS )
• Create and update recruitment materials, plan and schedule dates and faculty
• Invite applicants and coordinate interview activities
• Coordinate faculty evaluations of applicants and recruitment/ranking committee
• Coordinate and proctor all required examinations
• Create, distribute and update fellow schedules
• Enter fellow schedules in all systems (MedHub, Smartweb, etc)
• Process changes, coordinate fellow coverage, and communicate changes
• Track fellow vacations, sick leave, and leaves of absence
• Facilitate rotations for other learners (medical students, residents)
This position provides independent coordination and decision making for all activities of a specified program. The program outcome often impacts the University as a whole. Acts as a liaison between internal and external constituencies involved in program activities. Problems arising from these coordination efforts will be addressed by the incumbent who will refer to the manager for issues outside of program policy and procedure guidelines.
This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.
Work Environment and Level of Frequency typically required
Nearly Continuously: Office environment.
Physical Requirements and Level of Frequency that may be required
Nearly Continuously: Sitting, hearing, listening, talking.
Often: Repetitive hand motion (such as typing), walking.
Seldom: Bending, reaching overhead.
Bachelor’s degree in a related field plus one year directly related experience or equivalency required (2 years related work experience may be substituted for 1 year of education). Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Type Benefited Staff
Special Instructions Summary
The University of Utah is an Affirmative Action/Equal Opportunity employer and is committed to diversity in its workforce. In compliance with applicable federal and state laws, University of Utah policy of equal employment opportunity prohibits discrimination on the basis of race or ethnicity, religion, color, national origin, sex, age, sexual orientation, gender identity/expression, veteran’s status, status as a qualified person with a disability, or genetic information. Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities, and protected veterans are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law.
To inquire about this posting, email: firstname.lastname@example.org or call 801-581-2300. Reasonable accommodations in the application process will be provided to qualified individuals with disabilities. To request an accommodation or for further information about University AA/EO policies, please contact the Office of Equal Opportunity and Affirmative Action, 201 S. Presidents Cr., Rm 135, (801) 581-8365 (V/ TDD ), email: email@example.com .
The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.
This position may require the successful completion of a criminal background check and/or drug screen.
The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.This position may require the successful completion of a criminal background check and/or drug screen.