Sr. Admin - Residency & Fellowship Coordinator

Overview

Under the supervision of the Manager of Academic & Administrative Affairs, this position provides expert interpretation of complex accreditation regulations for the Residency and Fellowship Programs for faculty, residents, staff, medical students and fellows for the department of Neurosurgery.

This position is currently a hybrid position with 3 days on campus and 2 days remote. Candidates must be flexible to work more days on campus as needed.

Serves as a principal source of information on administrative, academic, and procedural matters to students, prospective students, faculty, and staff. Processes applications for admissions. Ensures compliance with administrative policies and procedures. Assists students with the completion of forms. Reviews and verifies forms for completeness and accuracy. Establishes and maintains student files, ensuring all personal, financial, and academic records are kept current and accurate. Monitors student records to ensure compliance to academic regulations and program requirements for graduation. Maintains logs and records. Compiles statistical data and information. Summarizes data in reports or analyses. Updates, edits, and writes program publications. Coordinates production and distribution of publications. Coordinates teaching schedules for academic classes. Schedules classroom assignments. Coordinates Senior Essay and Dissertation activities. Monitors financial records and activity. Oversees and instructs support staff. Performs clerical functions incidental to office activities.

Required Skills and Abilities

1. Demonstrated ability coordinating schedules/calendar management. Demonstrated experience processing expenses and coordinating travel arrangements.
2. Proven ability to serve as a principal source of information on administrative, academic, and procedural matters to students, prospective students, faculty, and staff.
3. Demonstrated initiative and ability to work with little supervision. Ability to multi-task effectively with demanding time constraints and work well under pressure with conflicting demands, deadlines, emergencies. Excellent follow-up skills.
4. Demonstrated customer service skills and positive attitude. Strong written and verbal communication skills and professional judgment.
5. Excellent computer aptitude. Demonstrated proficiency with Microsoft Word, Excel and PowerPoint.

Preferred Education, Experience and Skills

1. Proven experience navigating ACGME, Electronic Residency Application System (ERAS), MedHub Residency Tracking Program, Visiting Student Application System (VSLO), ACGME Case logs.
2. Proven experience coordinating appointments, projects, conferences, and major events.

Principal Responsibilities

1. Oversees the entire Fellowship and Residency process to ensure compliance and smooth operations.  This includes, but is not limited to: preparation and maintenance of documents, forms and other relevant materials.
2. Checks and verifies accuracy of the data entered into the system.  Tracks confidential performance evaluations (fellows/residents/faculty) through specified software programs (Med-Hub/SAFAS).  Ensure accurate and complete information in the GME system; FRIEDA, NRMP, ACGME, Web ADS, GME TRACK, Med-Hub and SAFAS.
3. Plans, coordinates, and organizes medical education related meetings/lectures in the Department University and YNHH employees as part of the ACGME requirements.
4. Performs data entry duties pertaining to trainee work hours and continuity of clinics. Monitors and tracks residents’ and fellows’ vacations and leave of absences in MedHub or other systems/programs as applicable.  Notifies the Residency/Fellowship Director when duty hour violations occur.
5. Creates check requests and i-expense submittals for educational fund reimbursements. Monitors/distributes educational fund balances to Program Directors, Program Coordinators, and trainees.  Monitors travel expense fund and conference attendance.
6. Tracks appointment and reappointment letters.
7. Ensures trainee compliance with ACGME established policies and procedures. Supports program directors in meeting regulatory requirements.  Responds to all post-fellowship documentation requests from hospitals/academic institutions.
8. Provides administrative support in preparation for ACGME-conducted accreditation site visits for Surgery Fellowship and Residency Programs. Participates in YNHH meetings and directives and initiates change.  Yearly, update the residency/fellowship handbook.
9. Maintains web-based ACGME accreditation surveys for the Surgery Fellowship and Residency Programs.
10. Compiles and submits reports to ACGME and other professional organizations as required.
11. Provides administrative support to program directors, including scheduling of meetings, preparation of agendas, recording and maintaining meeting minutes, development of reports. Orders and maintains inventory of supplies. 
12. Assists in administrating faculty and trainee development and recruitment of trainees.
13. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Determines sources of data and maintains attendance records; compiles, synthesizes, and manipulates data. Summarizes findings and writes reports or portions of reports.
14.  Coordinates resident matching event which includes high level communication with interviewees and Attendings. One selection process completed to assist with onboarding in conjunction with medical affairs office.
15.  Coordinate yearly graduation event.
16. Performs any other duties as assigned.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.