Medical Education Program Professional II, Department of Medicine

The Pulmonary, Allergy, Critical Care, and Sleep Medicine (PACCS) division within the Department of Medicine is seeking a highly professional Medical Education Program Professional II to provide support to the Allergy/Immunology Fellowship program and division faculty. The Medical Education Program Professional II will work under the guidance of the Fellowship Program Manager, maintaining official records and addressing problems or non-routine situations by determining the appropriate course of action. The individual will be responsible for interpreting guidelines, policies, and procedures with professionalism, discretion, and sound judgment, using tact and appropriate professional vocabulary.

This position may be eligible for a hybrid work week flexible work arrangement in conversation with the supervisor.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

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• Adhere to ACGME and program-specific guidelines to ensure compliance with accreditation standards and manage monthly tasks for the fellowship program, including all regulatory requirements and logistical coordination.
• Utilize and update the fellowship program's monthly schedule to meet program needs, collaborating closely with the Fellowship Program Manager to streamline processes.
• Effectively leverage New Innovations for the on-boarding and graduation processes, in accordance with GME guidance.
  Maintain and update Division, ACGME, GME, and related on-line platforms such as New Innovations, Freida, and GME Track.
• Assist the Program Director with annual program responsibilities, including the annual program review, scheduling fellowship meetings and evaluations, organizing fellowship recruitment interviews, coordinating graduation planning, and managing changes to the block schedule, including electives, clinic rotations, and other fellowship matters.
• Act as a liaison for faculty, staff, students, alumni, patients, external agencies, and the public, addressing inquiries, concerns, and complaints.
• Evaluate and resolve situations impacting staff and faculty.
• Coordinate faculty rotations for students and residents, collaborating with other coordinators to accommodate requests and adjustments as needed.
• Assist the Fellowship Program Manager with administrative tasks and provide comprehensive administrative support to the Allergy/Immunology Fellowship program and Program Director.
• Respond to requests from faculty, fellows, and staff in a timely manner, tracking the status of ongoing work to ensure timely completion, and following tasks through to completion.
• Coordinate scheduling and time-off requests for faculty, fellows, and staff, compiling time reporting information for payroll and submitting it to the business office in the absence of the Lead Administrator.
• Update Qgenda platform and inpatient and outpatient schedules with faculty, fellows, and staff time off, which includes documenting vacation, sick leave, CME events, etc.
• Process Travel Authorizations, Leave Request Forms (LRF), and Clinic Cancellation Forms for faculty and fellows, ensuring compliance with Banner and UA travel guidelines, and following the process through to completion, which includes confirming clinic cancellations and updating faculty and fellow schedules as necessary.
• Process departmental financial transactions, including p-card expenditures, disbursement vouchers, and other on-line forms, ensuring compliance with Banner and UA guidelines for reimbursements.
• Distribute mail across the divisions, maintain and check office equipment, order supplies, and submit IT and facilities requests as required.
• Adhere to divisional policies and procedures for answering and screening phone calls, triaging information according to patient needs while ensuring compliance with HIPAA regulations.
• Assist faculty with updating their CVs to comply with University of Arizona format and guidelines for Promotion & Tenure, working closely with the Department of Medicine's P&T Coordinator to ensure deadlines are met for mid-cycle reviews and promotions.
• Facilitate annual updates of faculty activity and profiles in Faculty Portfolio and provide timely reminders to faculty regarding important deadlines for Promotion and Annual Review processes.
• With minimal direction, facilitate the planning and coordination of on-site visits for physician candidates, which includes managing travel logistics, developing itineraries, coordinating lodging, arranging meetings, and providing support during the on-boarding process.
• Manage complex call schedules, spreadsheets, and other divisional tools to effectively coordinate faculty schedules and handle all scheduling requests.
• Provide administrative support in planning and organizing multiple conferences, events, and meetings, including reserving venues, communicating arrangements to relevant individuals, and drafting correspondence for conference speakers.
• Assist faculty and guest speakers in preparing for Division and Fellowship presentations at Grand Rounds.

Knowledge, Skills, and Abilities

• The ideal candidate will demonstrate exceptional professionalism, organizational skills, discretion, initiative, and the ability to collaborate effectively.
• The role requires strong oral and written communication skills to engage with faculty, professional staff, and colleagues, addressing the diverse needs of the division.
• Proficiency in Microsoft Word, Excel, and Outlook is essential.
• This position requires a high level of initiative and independent judgment in supporting individual physicians.
• The successful candidate will exhibit excellent time management skills and the ability to work both independently and as part of a large administrative team, which includes faculty, division managers, and administrative staff.
• A keen attention to detail is crucial, along with the ability to manage tasks efficiently, track project progress, ensure timely completion, and follow up as needed.

• Bachelor's degree or equivalent advanced learning attained through professional level experience is required.
• Minimum of three (3) years of relevant work experience is required.