Open Rank Academic Services Entry/Intermediate/Senior Professional

Job Summary

This is a full-time position in the Department of Pediatrics, Section of Pediatric Pulmonary Medicine. This position works closely with the Fellowship Program Director (PD) and the education team. The Program Coordinator is responsible for working with faculty and fellows in all aspects of the Pediatric Pulmonary Fellowship at the University of Colorado. This includes recruitment of fellows, orientation, tracking of requirements, evaluation of fellows, faculty, and program components, and working with the PD on annual surveys and reports. In addition, this position is responsible for implementing and overseeing the educational experiences for all learners who come through Pediatric Pulmonology. This team member will manage resident, medical student, and other trainee rotations by working closely with students, fellows, Section faculty, and other coordinators.

This role is eligible for a hybrid schedule of three (3) days per week on campus and as needed for in-person meetings.

Duties Performed at All Levels:

General Program Management

• Onboarding of new fellows or visiting residents/learners, organizing orientation, as well as paperwork associated with exiting fellows.
• Manage MedHub database.
• Edits and updates the Program Manual, Program Agreements, and interfaces with other programs to schedule rotations for fellows and other trainees.
• Follow ACGME, CU GME, CHCO and Department/Section policies and processes to meet accreditation and day-to-day operational requirements.
• Maintain individual fellow files in electronic form, including educational and scholarly output, 360 evaluations, email communications, and certifications.
• Attend ACGME, CU GME, and Departmental meetings for Training Program Coordinators to maintain and further develop necessary skills and awareness of new requirements and processes.
• Provides guidance to students/residents/fellows on program, hospital and GME policies.
• Maintain the Program's general and recruitment-specific websites based on guidance from program leadership and fellows.
• Manage other general administrative tasks in support of program and trainee experience.

Scheduling, Evaluations, and Didactics

• Coordinates dissemination and monitoring of annual rotation and call schedules; updates schedules as necessary to maintain accuracy.
• Organizes schedules for all residents, medical students, observers, and visiting learners.
• Maintains, collates, and updates trainee evaluations, duty hours, and attendance through MedHub or other electronic data collection systems.
• Supports educational activities (e.g., didactic conference schedule, Grand Rounds, Academic Half Day, Case conferences, etc.) that are part of the program's curriculum and that adhere to ACGME and LCME requirements.
• Coordinates the processes for evaluations of faculty by learners and of learners by faculty.
• Organize and distribute education resources for Pediatric Infectious Diseases learners rotating with the program.

Accreditation and Compliance

• Supports compliance with ACGME program requirements, GME policies and procedures, and related departmental policies.
• Maintain and Monitor ACGME Accreditation Requirements.
• Coordinates accreditation activities based on guidance from the Program Director(s), including LCME and ACGME Site Visits.
• For the annual program review, pull data and collect information for the PD and APD to use in the review.

Finance

• Track budget items and fellow funding based on information provided by Business Manager and Program Director(s).
• Processing fellow expenses in the appropriate hospital and University systems.
• Submit GME educational funds request paperwork to GME and ensure that educational funds are received and divided among the fellows for the year.

Recruitment

• Organizing application review process for deciding who is invited for interviews, inviting fellow applicants, organizing the interview day schedules, overseeing the virtual interviews on the interview days, organizing the evaluations, and organizing the applicant ranking meetings.
• Collects and organizes information on applicants from the national resident applicant database, Electronic Residency Application Service (ERAS).
• Creation and dissemination of recruitment materials to the interview committee and fellows.
• Be readily accessible to answer questions about the fellowship throughout the course of the year.

Event Planning

• Coordinate graduation events and other gatherings throughout the year for the fellowship.

Additional Duties Performed at the Senior Level:

General Program Management, Scheduling, Evaluations, and Didactics, Accreditation and Compliance, Finance, Recruitment