FELLOWSHIP PROGRAM COORDINATOR - University of Washington

Req #: 240954 Department: DIVISION OF CARDIOLOGY Job Location Detail: This position will be on site at UWMC Seattle but is eligible for hybrid after successful completion of probationary period. Posting Date: 11/12/2024 Closing Info: Closes On 11/26/2024 Salary: $3,749 - $5,010 per month Shift: First Shift Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908\_a11y.pdf) As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty. **The Division of Cardiology has an outstanding opportunity for a Fellowship Program Coordinator to join their team.** **POSITION PURPOSE** The Fellowship Program Coordinator will provide a wide range of administrative and operational support for the fellowship training programs within Cardiology. Primary duties will include fellowship program management and coordination, recruitment, scheduling, faculty support and financial responsibilities to ensure consistency with the division's fellowship program goals. This position requires a high level of independent judgment, ever-evolving understanding of the priorities, tact and the ability to work in a complex and deadline-driven environment. The Fellowship Program Coordinator additionally will interact with faculty, residents, fellow(s), medical students and institutional and regulatory administrative offices regularly in this role. **DUTIES AND RESPONSIBILITIES** PROGRAM MANAGEMENT + Manages appointment process for incoming house staff in coordination with appointment and credentialing requirements provided by the GME Office, including the initiation of Visas (J1, H-1B). + Field questions from applicants and faculty regarding visas and consult with the GME Office on all visa matters. + Administers Residency Management System for the fellowship programs, which includes management of evaluations, program goals and objectives information, maintain resident/fellow demographics data, milestone reporting and tracking, facilitate timely completion of clinical and educational work hour reports, and schedule monthly tracking and clinical billing of fellow activities in the Med Hub Residency Management system. + In conjunction with the Adult Congenital Heart Disease Program Manager, schedule approximately 15 ambulatory clinics for cardiovascular disease fellows every six months. + Establish and ensure compliance with program-specific credentialing requirements, communicate changes to program faculty and other impacted staff and faculty division-wide in conjunction with the Fellowship Administrator. + Coordinate fellow semi-annual reviews and year-end and graduate final evaluation (i.e. source supporting docs, prep draft and final evals, disseminate to program leadership, etc.). + Serves as an information source for the program, institution(s) and community. + Builds and maintains effective relationships with community and hospital attendings and their offices. + Maintain knowledge of current medical licensure requirements, ACGME accreditation and institutional requirements. + Provide information, support, and problem solving for fellows and program faculty on a wide range of fellow personnel and program issues. + Process and track vacation/leave requests/conferences/holidays/changes for fellows according to GME and UWHA CBA Policies and Procedures; update as changes are submitted in various locations- MedHub and fellowship spreadsheets. Update all call changes in MedHub and Infinity. Communicate fellow schedules and schedule changes to hospitals, clinics, paging operators and other staff as needed. + Maintain successful and compliant Hospital rotations by understanding all requirements and guidelines for each specific schedule. + Facilitate fellow appointment changes from ACGME programs to downstream non-ACGME advanced training programs by working with the Division Academic HR Manager. + Respond to and provide application instructions to applicants for non-ACGME programs. Collect and track applications for Structural Heart, CHIP Programs. Provide applications to assistants of each Program Director. + Ordering all White Coats for fellows throughout the year.RECRUITMENT + Coordinate timely new hire process during recruitment season through ongoing, updating and mailing applicant letters (notify applicants when applications are received, prepare and send correspondence related to applicants' status in the hiring process, prepare and send rejection letters, prepare correspondence and schedule interview with successful applicants). + Create and maintain tracking system for potential candidates (approximately 1,200 candidates per year) using a combination of MS Excel, web-based programs (e.g., Electronic Residency Application System) and hard copy files. + Use knowledge of various campuses and systems to set up interviews, reserve rooms, and escort candidates between meetings. + Manage logistics for recruitment meet and greet events including scheduling of dates/times, making room reservations, sending invitations; managing itinerary and coordinating catering needs.FACULTY SUPPORT + Manage and provide high-level complex support to Program Director Valve Clinic and an additional non-fellowship faculty member to include calendar management, Qgenda management, Valve and Marfan clinics updates, independently sets meeting agendas, setting meeting priorities according to urgency of discussion topic. Monitors and updates calendars daily to ensure commitments and obligations are met. Notify changes to clinic, fellows, residents and attendings. + Drafts, transcribes and prepares highly confidential, complex, politically sensitive correspondence. + Organizes high-level meetings and activities involving all fellows and program faculty. Independently manage all logistics for events, including, but not limited to, coordination of space, reminders, IT/AV, and catering needs. + Responsible for securing and verifying travel arrangements (for visiting faculty as well), registrations, meeting support, budget, travel and expense reimbursements, correspondence, mail distribution and ordering of office supplies.FINANCIAL MANAGEMENT + Work with the Fellowship Administrator to develop an annual budget, projections, and manage all on-going expenses associated with Cardiology fellowship programs and implement appropriate internal controls. + Responsible for projecting, reconciling, maintaining, initiating and approving expenditures on program budgets (clinical, gift, industry sponsored, etc.). + Manage program's Procurement Card and Company Travel Account charges each month. + Submit request for funding for unrestricted gifts to industry donors annually to support our CHIP Fellowship program. + Create and maintain annual spreadsheets to track program spending. + Resolve issues related to payments in Workday. + Maintain organized fiscal records in compliance with UW, State and granting agency rules and regulation.SPECIAL PROJECTS & OTHER + Participates and completes ad hoc special projects as assigned by leadership + Other duties as assigned. **MINIMUM REQUIREMENTS** + High school graduation or equivalent AND two years of experience in the program specialty OR equivalent education/experience. **ADDITIONAL REQUIREMENTS** ? + Excellent communication and organizational skills + Strong critical thinking and creative problem-solving skills + Accountability and initiative, especially in personal responsibility for major duties and process integrity + Excellent attention to details and deadlines + Database experience + Proficiency in Microsoft Office applications, Adobe Acrobat Pro, and Internet applications + Prior experience working independently and as part of a team + Ability to multitask\#UWDeptMedicineJobs University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.