Fellowship Program Coordinator -Children's Anesthesia Assoc.

The Anesthesiology Fellowship Program Coordinator (PC) manages all administrative and operational infrastructures to support the Anesthesiology Fellowships in collaboration with the Program Directors (PD), GME Office, attending physicians, fellows/residents (trainees), and the other institutional and regulatory administrative offices. Full-time responsibility for four (4) fellowship programs: * 1-year ACGME Accredited Pediatric Anesthesia Fellowship (4 fellows) * 2-year Non-ACGME International Fellowship (4 fellows) * 6-month Regional Anesthesia Advanced Fellowship (1 fellow) * 6-month Cardiac Anesthesia Advanced Fellowship (1 fellow) .

Schedule: FT, Benefits Eligible, M-F 7-330 or 730-4 or 8-430

Location: Onsite Central Campus (700 Childrens Dr.)

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These duties and responsibilities are similar to other Program Coordinators. Additional responsibilities have been delineated by the Department of Anesthesiology & Pain Medicine, NCH and/or the accrediting organization(s).

1. Collaborate with the PDs to assure GME program meets or exceeds all accreditation requirements

* Recommend short and long-range goals to the PD by assessing program needs and identifying fiscal and support services. Provide problem solving/solutions to many varied types of issues.

* In conjunction with the PDs, develops plans for resolution of various confidential fellow issues (i.e. poor academic performance, behavioral problems, substance abuse, etc.). Provide advice to fellows with problems/concerns related to program, rotations, or personal issues. Resolve issues independently or notify the Program Directors if appropriate.

* Serve as a resource to PDs, Department Chief, Fellows and entire department to resolve clinical or management problems or concerns related to the Fellowship Programs.

* Know current Accreditation, Residency Board and NCH GME requirements for the GME Program. * Organize and maintain files required for ACGME, AOA and/or other accreditation, medical licensure and trainee memberships.

* Prepare reports/forms required for accreditation (e.g. GMEC Program Reviews and Internal Reviews; PIFs, WebADS updates; Outcome Reports).

* Manage and coordinate accreditation site visits for the GME program, if applicable

* Organize and oversee internal reviews of the GME program

. * Maintain web-based ACGME accreditation surveys for GME program, collecting and collating appropriate information from sources throughout NCH.

* Maintain ongoing communications with GME Office regarding accreditation requirements for the trainee and program.

* Advocate within the department and across NCH for what is best for the fellowship program.

2. Manage all aspects of the International Fellowship program including:

a. The recruitment of international fellows; including the application process, scheduling visits, arranging transportation, hospital tours, lectures.

b. Collaborate with the International Scholars Program to facilitate candidate arrival and housing.

c. Collaborate with NCH immigration specialist to provide required information for USCIS i. Knowledge of Visa obtainment requirements. ii. Manage visa status changes, when required.

d. Knowledge of ECFMG standards and eligibility requirements.

e. Collaborate with The Ohio State University to secure a non-salaried faculty appointment for international fellows.

f. When applicable, assist officials from the candidate's home country.

g. Work with NCH Interpreter Services for document transcription when required.

3. Assist in the preparation and ongoing management of the GME program budget and other reporting requirements, e.g. GME Outcomes

* Manage two GME budgets, including oversight of trainee travel and education allocations.

* Review monthly budgets and expense reports and follow-up on discrepancies.

* Process invoicing for program-related expenses.

* Participate in annual budgeting meeting to include documentation to justify additional funding.

4. Gather and maintain records for credentialing and reimbursement

* Collect and retain credentialing data and records, i.e. rotations, procedure logs, etc.

* Schedule trainees for credentialing courses such as PALS, NRP, and procedural sedation.

* Prepare requested program surveys.

* Provide accurate trainee information and documentation required for CHGME and Medicare audits.

5. Organize schedules

* Arrange, manage and schedule program related activities to include: conferences; electives, vacations, rotations, call schedules, teaching courses, committee meetings, recruitment, journal clubs, events (orientation, retreats, and graduation) and department meetings.

* Create and retain schedules and evaluations in the electronic evaluation database.

6. Coordinates GME recruitment

* Manage trainee applications and screen those appropriate for interview. This includes evaluating applications for completeness.

* Communicate with potential applicants, explaining the program's application process and distributing recruitment materials.

* Notify applicants of decisions for interview and coordinate interview schedule with Program Directors, Department Chair, DIO/GME office, current trainees and faculty.

* Utilize ERAS (Electronic Residency Application Service) software (when applicable) to manage residency applications and compile reports as necessary.

* Organize interview days, including evening before dinners, breakfast and lunch with trainees, scheduling interviews, hotel accommodations, food and transportation needs as appropriate.

* Maintain confidential information regarding applicants and interviews.

* Annual update of FREIDA/GME Track and other relevant data sources.

* Communicate program changes to maintain an updated website and Training Program literature.

7. On-boarding and orientation of new trainees.

* Create, manage and evaluate departmental orientation along with Program Directors, as needed.

* Work with the GME Office to transition incoming trainees to staff at NCH and OSU, including collecting Human Resources, Employee Health, Credentialing and Safety and Security information.

* Collaborate with the Physician Recruitment office to ensure a smooth hiring process.

8. Fulfill other administrative responsibilities * Provide administrative support to Program Directors for GME related activities.

* Provide accurate, timely trainee information and documentation required for promotion and termination of trainees.

* Maintain trainee permanent files.

* Ensure trainee compliance with established policies and procedures, including monitoring of duty hour compliance and maintenance of related documentation.

* Serve as point person for trainee communications. Assist the GME Office in dissemination of information, policies and communications with trainee.

* Coordinate in-training examinations, if applicable.

* Compile and submit reports to ACGME, American Board of Pediatrics, American Academy of Pediatrics, American Association of Medical Colleges, AMA, and other professional organizations as required.

* Attend monthly Program coordinator meetings and other meetings as a representative of the training program.

* Serve as program liaison and communicate with appropriate GME offices and affiliated hospitals.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

Bachelor's Degree in healthcare related field or management, preferred or equivalent experience.
• Experience in program/project development and management, required.
• Must have a demonstrated a record of initiative, self-direction, and independence of thought in the conduct of business and administrative responsibilities.
• Exceptional customer service, verbal and written communication skills and interpersonal skills required
• Advanced knowledge and skill in computer software used in office applications, desirable Ability to work effectively in a matrix management reporting model/environment.
• Highly collaborative work style.

MINIMUM PHYSICAL REQUIREMENTS

Note frequency as Constantly (67-100%), Frequently (34-66%) and Occasionally (0-33%) for each requirement. Also note any lifting requirements with pound limit.

• Sitting - Occasionally
• Talking on phone/in person - Frequently
• Typing on a keyboard - Frequently
• Standing/walking - Frequently

The above list of duties is intended to describe the general nature and level of work performed by individuals assigned to this classification. It is not to be construed as an exhaustive list of duties performed by the individual so classified, nor is it intended to limit or modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision.

EOE M/F/Disability/Vet