Fellowship Program Coordinator

Overview Our team members are the heart of what makes us better. At Hackensack Meridian Health we help our patients live better, healthier lives - and we help one another to succeed. With a culture rooted in connection and collaboration, our employees are team members. Here, competitive benefits are just the beginning. It's also about how we support one another and how we show up for our community. Together, we keep getting better - advancing our mission to transform healthcare and serve as a leader of positive change. With oversight from the Fellowship Program Director, the Fellowship Program Coordinator is responsible for the operational and financial management of the accredited fellowship training program. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment. The Fellowship Program Coordinator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting fellows, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and fellows regarding a range of issues, and managing internal and external program relations. Responsibilities A day in the life of a Fellowship Program Coordinator at Hackensack Meridian Health includes: Provides support and meets regularly with the Fellowship Program Director concerning office management issues and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Fellowship Program Director for improvement. May assist in program-level policy development. Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance within the fellowship training program. Provides both administrative supervision and support to fellows. Acts as a liaison between fellows, residents and other nursing units when necessary. Establishes relationships and acts as a liaison to other hospitals, internal HMH departments, and divisions regarding fellowship recruitment, orientation, annual graduation, internal rotations, and external rotations. Reviews Program Letters of Agreements for any changes, expiration, etc. and so forth. Informs fellows of intradepartmental policy and procedure changes, with assistance from the Office of Academic Affairs. Tracks, reports, and ensures compliance with procedures regarding licensure, malpractice extensions, annual contracts (agreements), and initial and re-credentialing of fellows. Develops, implements, and oversees the maintenance of fellows` file, record keeping, distribution of materials, and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues. Coordinates the placement of residents in desired areas of medicine. Manages the evaluative processes of the fellows, program, faculty, and rotations. Develops, maintains and distributes call schedule(s) for fellows as appropriate. Oversees all purchasing for the program. Assesses equipment acquisition and training needs and makes recommendations to the Fellowship Program Director. Orders equipment and supplies for the residency training program. Maintains databases with fellow data systems such as: New Innovations (NI), ACGME (Accreditation Council for Graduate Medical Education) Web

ADS, GME

Track, or other resident data system(s). Update ACGME Accreditation Data System (ADS) with new or departed faculty members; including updating NI. Ensures that the residency program meets necessary accreditation requirements. Creates, manages and maintains all data in the program`s New Innovations profile such as, personnel records, block schedules, evaluations, onboarding, work hours (duty hours) reporting, etc. and so forth. Plans departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events. Coordinates the residency application process, notifying applicants of acceptance decisions. Schedules and facilitates applicant interviews. Organizes meetings, document minutes, and prepares and distributes materials for conferences/didactics and lectures. Develops brochures, invitations, or advertisements for events/lectures as approved by HMH Marketing. Creates and/or maintains external program advertising/media through websites, brochures, postcards, publications and other such media. Maintains the fellowship training program's website by informing HMH Marketing. Maintains the ERAS (Electronic Residency Application System) database and oversees its processes during the Fellowship Recruitment season. If applicable, maintains other recruitment database systems such as CPME (Council on Podiatric Medical Education) Portal / CODA. Performs all Match responsibilities and corresponds with newly matched fellows about requirements and process for appointment to the hospital(s). In applicable programs, assists with quota review and rank order list entry and certification in the NRMP (National Residency Matching Program). Attends Graduate Medical Education Committee (GMEC) meetings and program coordinator meetings, or as deemed necessary by the office of Academic Affairs. Assists in the preparation for ACGME Site Visits and internal reviews with the Office of Academic Affairs. Process fellowship alumni verification requests. Processes fellow time off requests (e.g., vacation, personal time, leaves of absence); this may include obtaining approval from the Fellowship Program Director, notifying the appropriate faculty/staff, and adding to calendars and/or other applicable platforms. Receives inquiries from fellows and applicants and triage as necessary to others within the department or in other hospitals/departments. Assists the fellows with visa applications, NJ State Registration/Permit and license applications, fingerprinting and other legal requirements. Manages materials for specialty-specific trainee exams and assists with proctoring exams. Performs other duties as assigned by the Fellowship Program Director, Associate Program Director and Office of Academic Affairs. Assists in other projects as assigned by the Fellowship Program Director/Associate Program Director/Academic Affairs. Performs work under general supervision. Handles moderately complex issues and problems and refers more complex issues to higher-level staff. Other duties and/or projects as assigned. Adheres to HMH Organizational competencies and standards of behavior.

Qualifications Education, Knowledge, Skills and Abilities Required:

Bachelor's degree and/or (minimum) of three to five years` experience working in healthcare academics/education, or related work environment. Excellent written and verbal communication skills. Ability to organize information. Ability to handle sensitive information with absolute confidentiality. Working knowledge of software applications including Google, Microsoft Word, Excel, and PowerPoint Ability to make decisions independently or to escalate issues as needed.

Education, Knowledge, Skills and Abilities Preferred:

Experience working in Graduate Medical Education. Time management skills. Interpersonal skills. Oral and written communication skills. Ability to multitask and prioritize. Should have knowledge of our online program for tracking resident performance,

New Innovations Licenses and Certifications Preferred:

C-TAGME If you feel that the above description speaks directly to your strengths and capabilities, then please apply today! Compensation Minimum rate of $30,087.20 Annually HMH is committed to pay equity and transparency for our team members. The posted rate of pay in this job posting is a reasonable good faith estimate of the minimum base pay for this role at the time of posting in accordance with the New Jersey Pay Transparency Act and does not reflect the full value of our market-competitive total rewards package. The starting rate of pay is provided for informational purposes only and is not a guarantee of a specific offer. Posted hourly rates may be stated as an annual salary in the offer and posted annual salaries may be stated as an hourly rate in the offer, depending on the level and nature of the job duties and credentials of the candidate. The base compensation determined at the time of the offer may be different than the posted rate of pay based on a number of non-discriminatory factors, including but not limited to:

Labor Market Data:

Compensation is benchmarked against market data to ensure competitiveness.

Experience:

Years of relevant work experience.

Education and Certifications:

Level of education attained, including specialized certifications, credentials, completed apprenticeship programs or advanced training.

Skills:

Demonstrated proficiency in relevant skills and competencies.

Geographic Location:

Cost of living and market rates for the specific location.

Internal Equity:

Compensation is determined in a manner consistent with compensation ranges for similar roles within the organization.

Budget and Grant Funding:

Departmental budgets and any grant funding associated with the job position may impact the pay that can be offered. Some jobs may also be eligible for performance-based incentives, bonuses, or commissions not reflected in the starting rate. Certain positions may also be eligible for shift differentials for work performed on evening, night, or weekend shifts. In addition to our compensation for full-time and part-time (20+ hours/week) job positions, HMH offers a comprehensive benefits package, including health, dental, vision, paid leave, tuition reimbursement, and retirement benefits.

HACKENSACK MERIDIAN HEALTH

(HMH)

IS AN EQUAL OPPORTUNITY EMPLOYER

All qualified applicants will receive consideration for employment without regard to age, race, color, creed, religion, sex, sexual orientation, gender identity or expression, pregnancy, breastfeeding, genetic information, refusal to submit to a genetic test or make available to an employer the results of a genetic test, atypical hereditary cellular or blood trait, national origin, nationality, ancestry, disability, marital status, liability for military service, or status as a protected veteran. Our Network Hackensack Meridian Health (HMH) is a Mandatory Influenza Vaccination Facility As a courtesy to assist you in your job search, we would like to send your resume to other areas of our Hackensack Meridian Health network who may have current openings that fit your skills and experience.