Fellowship Coordinator Anesthesia Pain Management

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Job Title: Fellowship Coordinator

Department: Anesthesia Pain Management

Location: Tuttleman Center 1840 South Street and HUP 3400 Spruce Street.

Hours: M-F, 8-4:30 with flexibility in hours based on operational need

Summary:

• The Fellowship Coordinator is responsible for the day-to-day administration and management of multiple non-accredited fellowship programs, training programs and support all advanced fellowship program directors and program coordinator. The Fellowship Coordinator will also assist with UIM medical student rotations and courses. The Fellowship Coordinator functions as a liaison between the program director and the hospital administrator or director of medical education as well as other departments, divisions, residents, and students.
• Coordinates activities and events relating to the ACGME accredited Fellowship Programs as well as the non-ACGME fellowship programs, including making sure all compliance related issues are met, recruitment interviews, placement, rotation schedule, evaluations, meetings and program marketing. Performs duties of an administrative coordinator for the Director of Pain Medicine and the fellowship director for 4 fellows. Responsibilities include: managing academic and clinical calendars, arranging travel, handling reimbursements, performing literature searches, coordinating aspects of fellowship programs, preparing Power Point presentations and other assigned duties. Attend meetings and prepare minutes. Assist manager with some administrative duties
• The Fellowship Coordinator will support (Senior) Program Coordinator (PC) with resident accreditation, licensing and block scheduling and projects as well as communicating with faculty, residents and fellows regarding program requirements. They will provide support to the PC with all aspects of residency program application and interview process and assist with in-person orientation and onboarding of new residents when they begin residency every July and off-boarding every June.
• The Fellowship Coordinator will serve as part of the Anesthesia Education Team and attend virtual monthly meetings and take meeting minutes including CCC, PEC and Education Meetings.
• Will report to and support the Manager of Medical Education and provide administrative support as assigned for all resident/fellow related matters [including scheduling SIM, OSCE and other trainings].
• This position will be hybrid with in-person days and remote days each week, minimal evening and weekend work requirement. This position will split time between Tuttleman Center 1840 South Street and HUP 3400 Spruce Street.

Responsibilities:

• Manage and assist non-accredited and advanced fellowship programs, training programs and support all advanced fellowship program directors.
• Assist with pathophysiology course: facilitate and coordinate speakers, small group leaders, and medical school administrators to participate and confirm Advisory Dean.
• Coordinate inpatient and outpatient medical student electives, assistance with compiling / distributing syllabus and course materials, as well as scheduling.
• Process external rotation requests for fellows and non-faculty researchers.
• Assist with planning fellows' recruitment, graduation event and orientation.
• Coordinates new house staff on-boarding paperwork through the university personnel and Office of Medical Affairs.
• Distribute and monitor house staff and faculty evaluations.
• Provides administrative support for multiple program directors, program coordinator and fellows.
• Schedule fellowship candidate interviews, organize and prepare an interview agenda for candidates and faculty.
• Ensure that the educational didactic curriculum for the fellowship is achieved through the assignment, coordination, and publication of a weekly list of faculty and fellow presenters at lectures and conferences.
• Prepare, distribute, and update the monthly schedule that includes allocating faculty, resident, and fellow assignments (OR day and night call).
• Coordinate the assigned faculty's calendar. Schedules meetings, clinical coverage, and backup for other admin support staff.
• Collect, compile, prepare and reviews data and reports and provide all appropriate background materials and documentation for presentations and meetings as necessary.
• Ensure that all correspondence and other written materials and presentations are prepared in a timely manner for review an distribution to meet all deadlines.
• Serve as the primary liaison and maintain professional relationships with faculty of the Department and employees at all levels. As well as all outside contacts.
• Where applicable make all travel arrangements for assigned faculty, secure required authorizations when necessary and maintain database for reimbursement of travel expenses.
  
  

Education or Equivalent Experience:

• H.S. Diploma/GED AND 5+ years in a secretarial role in an academic or medical practice (Required).
• Or Bachelor of Arts or Science and 2+ years in a secretarial role in an academic or medical practice (Required).

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

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We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.