Fellowship Coordinator/Sr. Admin. Ass. - OBGYN

Overview

Reporting to the Division Administrator, provides high level clinical and academic support to the manager, faculty attendings and fellows in the Reproductive Endocrinology and Infertility division in the Department of Obstetrics, Gynecology & Reproductive Sciences. Serve as a key contact and work collaboratively on fellowship coordination with Director of fellowship as well as other department fellowship coordinators. Responsibilities include administrative and clinical support for section chief and other division faculty, coordination of faculty and research meetings, coordination of surgeries and clinical appointments, onboarding of new providers, scheduling meetings and taking meeting minutes, maintaining provider academic and clinical calendars, booking travel arrangements, and processing reimbursements and ordering supplies. Provide administrative back-up support to other OBGYN Division staff. Effectively dealing with other tasks and/or issues as they arise. Epic chart review, Workday expenses and purchasing.

Required Skills and Abilities

1. Administrative Proficiency: Demonstrated experience in handling administrative tasks such as scheduling/calendar management, expense processing, and report preparation.
2. Customer Service: Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups.
3. Demonstrated record of exemplary attendance, punctuality and reliability.
4. Communication Skills: Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, PowerPoint Outlook).
5. Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.

Preferred Skills and Abilities

1. Advanced Technology Skills: Familiarity with systems such as Workday, Epic, and other administrative or financial software. Previous experience with fellowship systems such as ERAS, MedHub and Thalamus.
2. Higher Education Experience: Prior experience working in an academic or medical environment, supporting faculty or research staff.
3. Adaptability and Initiative: Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting.

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.
4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.
5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material.
7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.