Senior Academic Coordinator- Fellowship & Residency Programs
The Department of Surgery has an opening for a Senior Academic Coordinator starting August 2019.
The position would support the following training programs
• Urology Residency (8 Residents total) ACGME
• MIS Fellowship (1 Fellow annually) Fellowship Council
• Vascular Surgery Fellowship (6 Fellows total-3 per year/2 year program) ACGME
• Transplant Surgery Fellowship (2 Fellows total-1 fellow/2 year program) ASTS Accredited
• Depart. Of Surgery outside rotating residents– 12-15 per year
Sr. Academic Coordinator – Surgery
I. GENERAL SUMMARY
Provides administrative support to the Department in the form of faculty/resident recruitment, appointment, credentialing, and enrollment. Designs, implements, and evaluates recruitment plans. Performs advanced administrative tasks, such as preparing correspondence, reports and memos, responding to and screening telephone calls. Requires working knowledge of institution policies, practices and procedures. Collects, compiles and analyzes complex information of a highly confidential nature. Performs special projects of a highly skilled nature. Exercises considerable discretion and independent judgment. Works directly with Department Chair, Administrator, and related staff in other organizations
II. ESSENTIAL FUNCTIONS
1. Provides administrative support to the Department in the form of faculty/resident recruitment, appointment, credentialing, and enrollment.
2. Designs, implements, and evaluates recruitment plans.
3. Performs advanced administrative tasks, such as preparing correspondence, reports and memos, responding to and screening telephone calls. Requires working knowledge of institution policies, practices and procedures.
4. Collects, compiles and analyzes complex information of a highly confidential nature. Performs special projects of a highly skilled nature. Exercises considerable discretion and independent judgment. Works directly with Department Chair, Administrator, and related staff in other organizations.
5. Coordinates completion and approvals for Residency Recruitment.
6. Coordinates application process for Residency Program.
7. Prepares interview selection forms with Selection Committee.
8. Tracks applicants to residency program and sets up Resident interview schedules.
9. Monitors status of Residency candidates.
10. Assembles data for Residency Accreditation review.
11. Tracks key results and data for the residency program and prepares regular reports on program information.
12. Working with the Residency Director, administers the residency training program in accordance with the overall objectives of the organization. Ensures compliance with the national accreditation standards and requirements (ACGME).
13. Works with institutional and external parties as needed.
14. Works with department leadership to develop appropriate educational activities that are consonant with the department’s scope and overall mission.
15. Implements education events to include planning, budgeting, preparation, monitoring and on-site administration.
16. Tracks applicants for medical student rotation to the department and answers medical student candidate questions.
17. Monitors status of medical student candidates and assembles data for medical student rotation review.
18. Establishes the ambulatory rotation schedule for residents. Schedules evaluations for Residents, Faculty, and medical sites.
19. Updates and communicates change for rotation schedule.
20. Coordinates communications for Residency Onboarding. Submits necessary documentation for credentialing, payroll and benefits and maintains residency files.
21. Completes mandatory employee health, workers compensation, HR processes and other training and requirements in required time frame to insure compliance with all FPI rules and regulations.
Note: The intent of this list of primary duties is to provide a representative summary of the major duties and responsibilities of this job. Incumbents perform other related duties as assigned. Specific duties and responsibilities may vary based upon departmental needs.
III. SERVICE EXCELLENCE BEHAVIORS
Behavioral Competency: Service Excellence
Definition: The demonstrated ability to deliver compassionate, respectful and excellent service to our external customers (patients, visitors, business partners, etc.) and internal customers (co-workers and colleagues). Service excellence behavior is also demonstrated by continually striving to go beyond patient satisfaction to maximize patient loyalty.
Service: Anticipate the needs and exceed the expectations of our patients and others that we serve.
Anticipate potential needs and issues of internal and external customers. Proactively solicit customer feedback.
• Provide proactive, timely and effective responses to internal and external customer needs and requests.
• Model effective customer relations skills and behaviors.
Professionalism: Accept individual responsibility for conducting ourselves in an honest and ethical manner.
• Take ownership for all actions, behaviors, decisions and outcomes.
• Demonstrate dependability in attendance, punctuality, and job performance.
• Consistently seek out opportunities to enhance performance and make self-development a priority.
Innovation: Take the initiative to explore creative ways to improve the quality of care for our patients and those we serve.
• Proactively contribute to change and anticipate opportunities for improvements.
• Identify and act on opportunities for change and improvement.
Respect: Value individual and cultural differences by showing care and concern for all.
• Demonstrate actions and behaviors that consistently and actively promote trust, respect and confidence in self, peers, and the organization.
• Demonstrate respectful and appropriate communications and listening skills and behaviors to all.
Integrity: Base our actions and interactions with patients and those we serve on the FPI Way, values, standards, and behaviors.
• Energetically and enthusiastically model the FPI Way.
• Comply with all FPI policies and procedures.
• Model confidentiality and hold others accountable for maintaining confidentiality.
Teamwork: Help each other to better serve our patients and others.
• Consistently share information and ideas while working cooperatively with others to accomplish group goals.
• Consistently develop collaborative relationships with internal customers to accomplish department and FPI goals.
• Consistently provide and build team morale by promoting positive attitudes regarding the work environment.
IV. SUPERVISOR COMPETENCIES
Remains current in field of expertise through seminars, professional associations, etc.
Utilizes knowledge of field/industry to make practical applications in every day operations.
Assesses situations, considers alternatives and chooses appropriate course of action.
Establishes priorities and organizes work in a logical manner to accomplish goals.
Makes decisions or advises appropriate personnel of situation.
Monitors employee compliance with employee health requirements, workers compensation, HR
processes and other mandatory training and requirements to include holding employee
accountability using progressive discipline as appropriate.
Sets clear objectives; distributes the workload appropriately.
Maintains two-way dialogue with others on work and results.
Lets people finish and be responsible for their work.
Monitors process, progress and results.
Commitment to Change
Recognizes and implements as directed.
Adept at creating the capacity for change through appropriate problem solving, innovation, role and relationship influence.
Supports initiatives at FPI.
Commitment to Teamwork
Develops and maintains cooperative relationships with others at all levels of the organization.
Shares information, resources, and ideas.
Demonstrates flexibility in work practices, procedures or processes.
Works effectively with others to accomplish tasks and goals and to find solutions to problems.
Participates in and actively supports group decisions.
Works actively to resolve conflict to a positive outcome.
Determines processes necessary to get things done.
Breaks down work into process tabs.
Manages schedules and tasks to complete all assignments.
Monitors process, progress and results.
V. MINIMUM QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Bachelor's degree from four-year college or university.
Five years or more years of administration of a program, preferably in higher education or healthcare setting.
Accurate typing and data entry skills.
Excellent organization and communication (oral and written) skills.
Demonstrated proficiency of Microsoft Office Suite and software used by the department.
Ability to read and interpret office documents.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
VI. PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit, use hands, and utilize verbal communication/listening skills. The employee frequently is required to stand, walk, and reach with hands and arms. Specific vision abilities required by this job include close vision. While performing the duties of the position, employee may be required to travel across campus for meetings/other business purposes.
VII. WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
This is, for the most part, a traditional medical practice or other business office environment.
This position is unlikely to be exposed to blood borne pathogens.
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