Position Highlights

The Department of Medicine is seeking a strong Health and Medical Education Program Professional I to support the Division of Gastroenterology's Fellowship program and provide administrative support to fellowship Program Directors, Fellows, and Gastroenterology Division faculty. The incumbent must possess strong organizational skills to provide effective assistance in the oversight of both programs. This position will reside in the Division of Gastroenterology and have daily interaction with the division's administrative team. The candidate must be able to work effectively as a team member, have a hands-on approach, and optimize the resources available to ensure the support provided to the fellowship programs and to the faculty is effective. This position is eligible for remote work one day per week in conversation with the supervisor.

Visa sponsorship is not available for this positions.

Duties & Responsibilities

• Duties include, but are not limited to, schedule meetings, organize and/or prepare departmental administrative reports, track program expenses, distribute/collect fellow evaluations, and maintain personnel files.
• With direction from the Program Director, prepare all fellowship-required documentation including accreditation materials, development of rotation goals, and management of rewriting program materials in compliance with ACGME regulations and regulatory changes.
• Prepare ad hoc reports for Program Director as directed.
• With guidance, prepare and implement annual fellowship program budget.
• Manage available resources (staff, money, space, supplies).
• Work collaboratively with other fellowship administrative staff to ensure work unit operations are compliant with deadlines.
• Assist Program Director in compiling fellowship performance metrics and data analysis and processes information in the New Innovations Module.
• Maintain calendar(s) for Program Director and fellows, prioritize and arrange meetings, conferences, and appointments, make necessary travel reservations and itineraries; process expense reimbursements, prepare background materials needed.
• With guidance, coordinate fellowship rotations and manage schedule relative to inpatient and outpatient services.
• Assist in all aspects of Fellowship recruitment, including orientation and graduation, and coordinate arrangements for fellowship interviews.
• Compile division time off requests for payroll purposes and submit report to the business office bi-weekly.
• Serve as backup to other Division Admin Support staff to provide administrative support to other Division faculty when needed.
• Arrange divisional meetings and assist with distribution of communications as needed.
• Disseminate information on departmental tasks, requirements, instructions and deadlines to the Division administrative support staff and faculty (i.e. annual faculty evaluations in Faculty Portfolio, re-credentialing, faculty promotion and tenure dossiers, etc).
• Assist the Division Manager in helping new faculty complete on-boarding activities.
• File documents, maintain academic and corporate files, copying and scanning duties, etc.
• Provide guidance to the administrative staff in the Division on institutional and departmental procedures for processing travel authorizations, reimbursements, and purchases to ensure consistent and accurate application.
• Work with College of Medicine IT and Facilities Management to fulfill divisional requests as needed.
• Update various platforms for scheduling as needed for fellowship programs in Qgenda.
• Provide assistance in updating the Division website with information on new faculty, fellows, residents, staff, etc.