Pediatric Fellowship Coordinator - Children's Pavilion - Days

Virginia Commonwealth University Health Systems
United States, Virginia, Richmond
Apr 19, 2025
The GME-Dept Program Coordinator coordinates and supports the graduate and undergraduate function with program directors and/or Senior Program Coordinator to ensure programs remain in good standing with VCU Health Systems Graduate Medical Education (GME) and Accreditation Council for Graduate Medical Education (ACGME). With oversight and direction from the Program Director, the Program Coordinator is an administrative partner responsible for the operations of the accredited/non-accredited residency/fellowship training program. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies. The Program Coordinator could be responsible for activities such as recruiting trainees and trainee evaluations, analyzing administrative workflow, prioritizing tasks and project management as needed to meet deadlines, report compilation, database maintenance, and program relations/communications both externally and internally to ensure all parties are aware of important deadlines. The Program Coordinator may also act as primary liaison with the Office of Graduate Medical Education, School of Medicine (SOM) Curriculum Office, and the ACGME. Coordinates activities with students, residents, fellows, program directors and Vice Chair for Education. Licensure, Certification, or Registration Requirements for Hire: N/A Licensure, Certification, or Registration Requirements for continued employment: N/A Experience REQUIRED: Minimum of one (1) year of experience in program or project management, preferably in supporting an accredited education program. Previous experience using computers and a variety of software applications including New Innovations, e-mail, calendaring products, Microsoft applications and web-based databases. Experience PREFERRED: Minimum of three (3) years of progressively responsible GME experience supporting ACGME accredited program. Previous experience of New Innovations, GME Tracking, Kronos and ACGME Milestones program requirements. Education/training REQUIRED: High School Diploma Education/training PREFERRED: TAGME Certification Bachelor's Degree in Education, Business, Finance, Human Resources or related field from an accredited program OR equivalent years relevant experience. Independent action(s) required: Possessing strong personal motivation to manage daily activities, organize, plan, prioritize and complete tasks, duties and assignments timely and efficiently. Ability to interpret and seek verification, if needed, on policies and regulations as they apply to educational programs. Ability to utilize critical thinking and decision making skills to evaluate situations, recommend, communicate and implement appropriate actions on behalf of Program Director(s) and Vice Chair of Education. Ability to develop and sustain productive working relationships with learners, faculty, staff, as well as external contacts including vendors, manufacturing representatives and Grand Rounds presenters. Participate in at least one committee within the institution that is designed to improve an aspect of Graduate Medical Education. Supervisory responsibilities (if applicable): N/A Additional position requirements: Evenings, weekends and flex scheduling as required by nature of job. Age Specific groups served: All Physical Requirements (includes use of assistance devices as appropriate): Physical - Lifting less than 20 lbs. Activities: Prolonged standing, Prolonged sitting Mental/Sensory: Strong recall, Reasoning, Problem solving, Hearing, Speak clearly, Write legibly, Reading, Logical thinking Emotional: Fast pace environment, Able to handle multiple priorities, Frequent and intense customer interactions, Able to adapt to frequent change Pediatric Fellowship Coordinator Responsibilities * Prepares program materials and reviews with Program Directors and fellowship coordinator sr. before distributing including surveys (ACGME, GME Track, webADS, etc.) and other reports as required by fellows or for internal committee reviews * Produces and distributes rotation and on-call schedules, Grand Rounds, didactic conference schedules and all educational schedules and updates in New Innovations * Serves as a liaison with VCU Health Systems GME * Assist Coordinator Sr. with activities related to program-wide events such as meetings, conferences and graduation * Updates program policies as needed and as GME office policies change. * Distribution, tracking and filing of resident, faculty and rotation evaluations * Verification of training forms * Maintains files on current and alumni fellows * Tracking of resident procedures in New Innovations * Monitoring of fellows' board eligibility status * Assist program director, associate program director and/or Senior Program Coordinator with semiannual resident reviews. May assist with summative evaluations for fellows' completing the program or transferring out of the program * Monitoring fellows' duty hours, completing evaluations, attendance for rotations, didactic lectures, conferences, procedures logs, rotational goals, licensure requirements, etc. * May assist with interpretation of ACGMEs specialty program requirements, including identification and notification to program director of changes/processes; and communication as necessary to trainees and faculty * Maintenance of New Innovations website * May assist with presentation logistics at Grand Rounds * Track fellows' absences in New Innovations and for board qualification * Assist with on-boarding of new fellows to the program(s) * Assist with the planning and coordination of the Department's fellow orientation, including schedule development, speaker line-up, tours, etc * Maintenance of fellowship and job opportunity files * Assist Program with rotators that are interested in visiting from an outside institutions EEO Employer/Disabled/Protected Veteran/41 CFR 60-1.4.