The Endocrine Fellowship Program Coordinator ensures compliance with current guidelines of the American Medical Association (AMA), Accreditation Council for Gradual Medical Education (ACGME) and applicable specialty boards. Under the guidance of the Fellowship Program Director (PD) and Associate Program Director (APD) coordinates the day-to-day operations of the division’s fellowship program
for fellows and faculty. He / She / They also coordinate all academic programs, including Endocrinology/Diabetes Grand Rounds.
DUTIES AND RESPONSIBILITIES:
1) Coordinates all aspects of the fellowship interview process from interviews to the match process. This includes sched- uling interview dates, corresponding with potential applicants, confirming meetings and appointments and ensuring ap- plicant credentials are in compliance with current guidelines.
2) Coordinates with Graduate Medical Education (GME) team and Human Resources to ensure completion of documents received from ERAS (Electronic Residency Application System) for appointment of house staff applicants. Follows up with applicants regarding missing credentials in order to expedite the processing of appointments, reappointments. Also mon- itors licensing requirements.
3) Implements all required modules of the New Innovations residency management software, to include the management and reporting of data as well as user training for program faculty and residents. Is also responsible for collecting demo- graphic information and updating the American Medical Association (AMA) tracking system and maintaining complete demographic information in New Innovations.
4) Coordinates Orientation Day for new house staff inclusive of revisions to the Fellowship Training Program Manual, Security and Human Resources clearance, subscription forms and society membership applications etc. Coordinate on- boarding at all 5 training sites: MSBI, MSH, MSM, MSW and Bronx VA.
5) Serves as resource for all house staff personnel. Notifies fellows of orientation, rotation schedules, encompassing va- cations, conferences and approved leaves of absence while ensuring compliance within current guidelines. Communicates conditions of house staff appointment to candidates at or before the time of interview. Assists in resolving problems and concerns. Assists International applicants with J1 and H1 VISA and submits required documents to ECFMG, NYS Education department, International Personnel in Human Resources and House Staff Affairs.
6) Prepares fellows’ schedules, which includes didactic lecture series, grand rounds and calendar of events. Corresponds with lecturers and coordinates lecture dates, topics and audiovisual needs.
7) Schedule/Create invites (Zoom or other teleconference links) for Fellows to access all Division educational activities. These should include, Endocrine Diabetes Grand Rounds – (MSH), Thursday Noon Conference (MSH), Chief Rounds (MSH), PD rounds (all sites via ZOOM), Summer Seminars (ZOOM), Board Review (ZOOM) and Manuscript Writing Workshop (Second Year Fellows only).
8) Provides administrative oversight for all fellowship-related affairs including, but not limited to, the following: handling inquiries, sorting correspondence, setting up folders, maintaining fellowship program files in accordance with records retention schedules, assisting in requests for verification of fellowship training, and maintaining calendar of applicant appointments and meetings.
9) Ensures compliance with departmental policies and procedures and also ensures compliance with all fellowship pro- gram requirements. This includes, but is not limited to submitting duty hour reports to the Compliance Office, collecting
and tracking evaluations of the fellows, faculty and program, and ensuring compliance regarding any house staff moon- lighting or other professional activities outside the scope of the program.
10) Under the supervision of the PD/APD, Coordinator completes the Annual Program Evaluation (APE), input ACGME milestones (twice annually) and input program information for the annual ACGME Program Survey in the Accreditation Data System (ADS).
11) Arranges for fellowship participation in activities within and outside the training program, such as Core Curriculum, Chief Residents Retreat, research days, national and local meetings, Endocrine University, in service exams, and ensure accurate rank order list submission to the National Resident Matching Program (NRMP website).
12) Maintains and monitors records of fellows’ attendance for all required educational activities, including conferences and other didactic experiences. Maintains the fellowship curriculum, including competency-based goals and objectives for each assignment and each level of training. Creates and edits departmental residency training manual.
13) Ensures current and complete data of fellow procedural experience, including those recorded in ACGME Case Logs and the New Innovations Procedure Logger module.
14) Prepares for Internal Reviews of the program as directed by the GME Office.
15) Maintains Fellows’ Alumni List and updates contacts annually as well as a list of publications/presentations from cur- rent and former fellows.
16) Works with the Grand Rounds faculty lead and Division Faculty sponsors to prepare the annual Grand Rounds schedule, at least 6 months in advance of academic year.
17) Coordinate speaker visits, including travel arrangements, on-site visit itinerary, preparation of honoraria and expense reimbursement. Work with Faculty host to complete visit itinerary 1 month in advance of the visit.
18) Maintain updated list of Faculty scholarly activity, including publications, honors and awards.
19) Performs other administrative duties as directed.... More >><< Less