"EDUCATIONAL COORDINATOR"

Job Description

With oversight and direction from the Program Mgr-SOM Prgrms and fellowship physician Program Directors, the Education Coordinator (EC) is responsible for the day-to-day administration of the accredited/non-accredited fellowship programs for multiple assigned subspecialties. The EC assists the assigned Program Directors in developing and maintaining the educational quality of the training programs and ensuring compliance with ACGME accreditation standards, UAB GME regulations and other regulatory requirements.

To coordinate the activities and operations for the educational program(s) of a specific student group (e.g. medical students, residency programs, fellowship programs). To maintain records, schedules and program information. To perform general program related duties for incoming, continuing and outgoing clerkships, residents, medical students or fellows.

Duties/Responsibilities:

• Fellowship Program Director Support: Coordinate and facilitate annual/biannual meetings with faculty and fellows regarding the assigned programs: Program Evaluation Committee (PEC), Clinical Competency Committee (CCC), Scholarship Oversight Committee (SOC) and Faculty Development related to training programs. Assist Program Directors with updating, creating, distributing, interpreting, and enforcing program policies specific to specialty. Maintain and monitor ACGME accreditation requirements. Enter and maintain information in Web ADS, including, but not limited to: Program attrition, program details, scholarly activity, board pass rates, evaluations, and work hour information. Monitor ACGME procedure/case logs if applicable. Notify residents and faculty to complete ACGME Resident and Faculty Surveys and other surveys as needed. Provide GME Office with required data for the Clinical Learning Environment Review (CLER). Maintain documentation demonstrating monitoring of and completion of required curriculum for fellows. Track post-graduate survey results for the program with summary data tables and information as needed. Manage data related to alumni, current fellows and fellow applicants. Submit required data to the ABP for annual verification of training. Attend monthly GME Coordinator and monthly Pediatric Program Coordinator.
• Manage MedHub database: Enter required demographics, create and update rotation block schedules and clinic/call schedules as applicable, create and update evaluation forms, create and maintain conference attendance records, upload curricular goals and objectives, track and monitor work hours and moonlighting requests, track license expiration dates and renewal applications, and track and log all vacation and sick leave. Create, distribute, and monitor evaluation data in MedHub: rotation evaluations, program evaluations, faculty evaluations, fellow evaluations, and multi-source evaluation of fellow, fellow semi-annual evaluations and summative evaluations. Monitor monthly evaluation completion rates.
• Recruitment: Manage the Electronic Residency Application System (ERAS) by providing access for faculty interviews: download applications from AAMC post office, screen candidate files and provide files for Program Directors. Oversee annual fellow recruitment process: arrange travel and hotel accommodations for interviewees, schedule candidates and faculty interviews, manage daily preparations and setup, document preparations for interviewers, follow-up communication throughout interview season, and maintain interview feedback data in a timely manner. Prepare information for ranking meetings. Assist Program Director with registration and uploading rank list on the National Residency Matching Program (NRMP) website. Assemble, update, and disseminate recruitment materials including brochures, website, and other marketing materials
• Orientation and Mandatory Education: Assemble new fellow training files. Coordinate new fellow GME personnel forms. Monitor new fellow completion of COA, UAB and if needed, HSF application and credentialing packets. Plan, coordinate, order, and obtain equipment as applicable for new fellow, such as hospital pagers, keys, lab coats, business cards, space and seating requirements. Prepare and plan orientation week schedules, training, and social activities. Train new Residents/ Fellows/Faculty on MedHUB.
• GME Requirements: Submit all required documentation for incoming fellows, continuing fellows and graduating fellows. Maintain copy of license, DEA and Alabama Controlled Substance verification in resident files. Assist fellows with DEA exemption forms. Complete GME FTE Survey. Monitor distribution of educational funds and Healthstream Modules. Track Time & Effort for fellows and submit monthly reports.

Salary Range:

$19.8 - $32.15

Qualifications

Associate's degree in a related field and two (2) years of related experience required. Work experience may substitute for education requirement.

Preferred Knowledge and Skills :

• Experience in complex clerical duties and ACGME
• Ability to problem-solve
• Organizational skills
• Prioritization skills
• Written and verbal communication skills
• Ability to provide initiative, judgement and creativity in the resolution of complex problems.