Program Coordinator GME - OB/GYN Admin

Description

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This is an administrative position that will provide support to clinical training programs and trainees (fellows) in the Department of Obstetrics and Gynecology. This position will coordinate the fellowship programs for the Division of Urogynecology and Reproductive Endocrinology and Infertility (REI) as well as provide administrative support for the Division of Urogynecology faculty and providers.

Summary:

With oversight and direction from the Program Directors, the Graduate Medical Education (GME) Program Coordinator is a member of the leadership team of the fellowship programs, is responsible for the coordination and administration of the accredited fellowship training programs, and is critical to the success of the program.

Fellowship Coordinator Responsibilities (70% of the position):

1. Serve as the lead administrative person for the Urogynecology and Reproductive Endocrinology and Infertility GME fellowship programs. Manage the daily operations and activities of the GME fellowship programs. Function as an important liaison with learners, faculty and other staff members, and the ACGME.
2. Assist the GME Program Director and/or other levels of GME Program Coordinators or Administrators in the design, implementation and management of the administrative/academic operations of the program. Coordinate educational activities that support the program's curriculum and adhere to ACGME requirements. Provide guidance to residents/fellows on program and GME policies, and non-clinical aspects of the program.
3. Coordinate accreditation activities including ACGME Site Visits, Self-Studies, Internal Reviews, annual program reviews, etc. Develop understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements. Ensure GME and departmental and program policies and procedures are communicated/available to the GME Program Director, faculty, residents/fellows, and staff.
4. Assist with fellow recruitment and selection process and oversees the appointment process for incoming trainees in coordination with policies and procedures provided by the GME Office.
5. Assist the PD and faculty in planning program quality improvement projects. Prepare Program Letters of Agreement (in coordination with the GME Office) with participating institutions and training sites. Ensure agreements are revised as needed. Track, document, and report on educational activities for residents, for the purpose of meeting board certification requirements, meeting program accreditation requirements, and complying with the policies and procedures of the Office of Graduate Medical Education (GME). Utilize systems and reporting to inform the GME Program Director of program compliance with organizations such as ACGME, AMA, NRMP, and any other program-level related organizations. Utilize the RMS to record, maintain and report on all aspects of the resident's/fellow's training experience(s), including demographics, scholarly activity (including faculty), procedure certification, performance/semi/summative evaluations, block/shift/clinic schedule, and duty hours.
6. Maintain close working relationships with the Office of GME to remain compliant with all necessary requirements for all residents/fellows, visiting residents, and faculty. Coordinate, organize, and schedule GME program events including recruitment, orientation, graduation, retreats, conferences and various meetings. Prepares and distributes materials for conferences and lectures. Attend all GME driven meetings and trainings.

Administrative Support for the Division Director and Urogynecology faculty (30%):

• Serves as primary assistant to a Director. Organizes supervisor's files (electronic and paper). Ensures materials are readily accessible and that file maintenance is current. Maintains confidentiality of information
• Researches and composes a variety of correspondence, memoranda and reports using office support software packages. Compiles materials from multiple sources into a unified presentation. Maintains confidentiality of information
• Communicates and follows up with department managers regarding project and report data due to supervisor. Ensures agenda and documents for discussion are distributed in advance to meeting attendees. Prepares and distributes minutes of meetings.
• Screens telephone calls, visitors and appointments. Provides information or refers appropriately. Opens, reads and screens mail addressed to supervisor. Responds to routine correspondence as instructed. Responds to email as instructed * Schedules calendar commitments for supervisor and other faculty. Arranges meetings, conferences and travel logistics.
• Preparing presentations, updating CVs, etc.
• Organize credentialing, orientation, onboarding and training of new staff and fellows, maintaining standard operating procedure manuals, updating and record-keeping of policies
• Purchasing necessary supplies and equipment for the division, processing reimbursements
• Planning divisional events (retreats, meetings, etc.)
• In coordination with the departmental finance team, this position will help monitor the division's annual clinical budget, ensure faculty funding sources are accurate, and track faculty CME funding allocations.
• Approve expenditures and manage various aspects of the Division's budget.
• In coordination with the departmental HR team, this position will help onboard new providers and staff, including assisting with credentialing activities, ordering supplies and equipment, and scheduling interviews

Other information:
Education Requirements:
* Associate's degree or equivalent.
Licensure/Certification Requirements:
* None required.
Professional Experience Requirements:
* With a Bachelor's degree, no previous experience required.
* With an Associate's degree, three (3) years of related experience required.
* With a high school diploma, five (5) years of related experience required.
Knowledge/Skills/and Abilities Requirements:
* Work requires skills in leadership and personnel management. Work requires good organizational skills. Work requires excellent oral and written communications skills. Work requires experience with Microsoft Office. Work requires setting priorities and organizing work to meet strict deadlines. Work requires making decisions independently on a variety of complex matters and escalating issues when needed. Work requires establishing and maintaining cooperative working relationships with those contacted during the course of work. Work requires familiarity with ACGME, TMB, and NRMP policies and procedures. Work requires understanding of hospital regulatory environment. Work requires independent work, initiative and skills to adapt quickly to changes in work requirements and assignments. Work requires diplomacy, compassion, sensitivity, and a commitment to carry out professional activities. Work requires handling sensitive information with absolute confidentiality.

Legal Employer: STATE

Entity: UNC Faculty Physicians

Organization Unit: OB/GYN Admin

Work Type: Full Time

Standard Hours Per Week: 40.00

Salary Range:$20.74 - $29.52 per hour (Hiring Range)

Pay offers are determined by experience and internal equity

Work Assignment Type: Hybrid

Work Schedule: Day Job

Location of Job: US:NC:Chapel Hill

Exempt From Overtime: Exempt: No

This is a State position employed by UNC Health Care System with UNC Health benefits. If, however, you are presently an employee of another North Carolina agency and currently participate in TSERS or the ORP, you will be eligible to continue participating in those plans at UNC Health.

Qualified applicants will be considered without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, status as a protected veteran or political affiliation.

UNC Health makes reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as applicants and employees with disabilities. All interested applicants are invited to apply for career opportunities. Please email applicant.accommodations@unchealth.unc.edu if you need a reasonable accommodation to search and/or to apply for a career opportunity.