Administrative coordinator for the Obstetrics and Gynecology fellowship programs to provide support and accurate documentation necessary for adherence to national and local program compliance and accreditation standards. Provides backup support to the Obstetrics & Gynecology Residency Program.
Training records: Manage departmental fellowship records, written reviews of fellows; general correspondence regarding program and departmental records to ensure program compliance. Maintain individual fellow portfolios including: application, CV, publications, duty hours, scheduling and other necessary data to certify education. Manage and maintain electronic evaluations of individual's performance, their evaluations of the fellowship program and of teaching faculty for all fellowship programs. To include development of electronic evaluations, compliance of completion. Hiring: Develop and update employment packets, contracts, licensure applications, and all documents necessary to assure timely hiring and onboarding. Work with staff in Graduate Medical Education (GME) office to collect required information on new and current fellows as required by GME. Ensure fellows have access and required certifications to provide patient care. Develop and deliver program specific training protocols/orientations with program directors for incoming fellows and update annually as needed with current policies and procedures. Materials covered to include licensing process, conference attendance, time off management, work hour and evaluation submission, etc. Curriculum: Prepare curriculum documents, accreditation documents, manuals, conference handouts and manuscripts. Track procedures, case logs, presentations, and maintain fellow teaching files as requested. Maintain goals and objectives during each year of fellowship. Recruitment: Screen requests for applications, mail program information, schedule interviews and other meetings, process applications for review, maintain files of applicants, arrange ranking sessions and prepare recruitment reports. Plan and manage catering as necessary. Provide travel reimbursement information for eligible applicants and process reimbursements. Maintain fellowship and recruitment information on division website as well as with different associations ie; ABOG, ACGME, AUGS, ERAS, GME track/Frieda, NRMP, SMFM, SFP, WebADS. Compliance: Research and disseminate new policies and procedures from ACGME, ABOG, SFP to program directors and fellows. Act as a liaison between GME and fellowship programs and ensure compliance of OHSU GME policies. Monitor fellowship program compliance. Monitor duty hours, duty hour violations, evaluation completion compliance. Identify weaknesses of programs to corresponding program director. Scheduling and tracking: Work in conjunction with the Fellowship Program Directors to monitor Fellow rotation and call schedules to meet program requirements, as well as coordinate faculty teaching schedules as they relate to the program. Ensure that rotations are performed in keeping with educational requirements, clinical staff needs and vacation requests. Maintain and record use of benefits allowed for fellows such as vacation, illness and educational allowances as outlined with each fellow. Manage annual program review process to review the curriculum and programs. Program Director support: Provide administrative support to the Fellow Program Directors relating to fellowships. Compose and edit designated correspondence, agendas, reports and schedules. Assist with scholarly activities i.e. publications and research. Coordinate and schedule education and fellow meetings as related to the program and/or Directors and record and distribute minutes. Graduation: Prepare and process graduation certificates, letter of recommendation mailings and final evaluations. Maintain fellow graduate records and provide verification of training and procedures to other institutions. Initiate employer grad survey upon graduation to identify any weaknesses of program and make recommendations for potential improvements. Initiate post grad trainee survey to identify weaknesses of program and make recommendations for potential improvements. Fellow budgets: Assist in monitoring Family Planning budget, manage fellow's PBE budgets and accounts by gathering appropriate reports and records, identifying and resolving errors and discrepancies. Process reimbursements for fellows, PD's and any items related to fellowships. Administrative: Receive, review and distribute mail. Respond to inquiries for information. Receive and screen visitors and telephone calls, and notify appropriate personnel or record messages. Respond to inquiries concerning department activities and operations requiring a full understanding of the Fellowship Programs, hospital and university policies and procedures. Fellow support: Support fellows in their administrative needs. Respond to inquiries concerning department activities and operations. Coordinate functions that may involve arranging reservations, catering services, invitations and getting supplies. Maintain calendar and schedule academic appointments assisting fellows and program directors (PD) in tracking deadlines and meetings. Coordinate fellow and PD travel including reservations, conference fees, and assist with conference presentations. Prepare and submit all assigned reimbursements and invoices promptly to finance specialist for approval and payment. Assist in managing lecture schedule records with topics, contacts, etc. Four years of general office or administrative experience; OR An Associate's degree or certificate in
office occupations or office technology and two years of general office or administrative experience; OR A Bachelor's degree and two years of general office or secretarial experience; OR An equivalent combination of training and experience
Knowledge in tracking data, scheduling, filing and generating reports.
Experience with database management A demonstrated aptitude in software programs. Advanced skills in MS Office (especially Outlook and Excel), Adobe Acrobat Pro, and Teleconference programs with a minimum typing speed of 55 wpm.
Be able to take initiative to work and problem-solve independently.
Must possess strong communication
skills.
Must be detail oriented, capable of prioritizing; organizing, and exhibiting follow through on multiple tasks and responsibilities while maintaining
accuracy.
Must be able to provide consistent and predictable availability.
This position requires that the candidate have a proven record of excellent attendance and punctuality.
This position requires that the individual provide a very high level of confidentiality and professionalism between colleagues, trainees and outside entities.
Prior knowledge and experience working with education program and at least one year experience in a fellowship or education-focused support position. Prior experience developing and maintaining data in
MedHub system.
Advanced skills with document management programs and file management architecture in a HIPPA compliant environment.
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