Office Manager

Graduate Medical Education Office Manager

The Office Manager will work under the direction of the Internal Medicine Fellowship Program Coordinator and will possess in-depth working knowledge of the university, ACGME requirements, procedures and activities of the program(s). The use of various computer and web-based programs is necessary. They will provide highly specific administrative support activities related to curriculum coordination for Graduate Medical Education Fellowships focusing on scheduling, curriculum document prep, coordinating resources, self-studies, and evaluations and general support duties. This person will support the Program Assistant and the Fellowship Program Director(s) for Graduate Medical Education to include: Cardiovascular Fellowship, Gastroenterology Fellowship, and Pulmonary Critical Care Fellowship. Confidentiality is required with work on various aspects and projects. This position functions with independence, the use of good judgment and the ability to utilize various systems.

Duties & Responsibilities

• Assist with program accreditation compliance by obtaining and maintaining required information and documentation for different committees and organizations such as GMEC, ACGME, Sub-Specialty boards, IRIS, Alumni, and Fellow files/portfolios.
• Assist with the compiling and uploading of resident education data per program requirements and generates reports on data from the New Innovations software and other resources.
• Organizes program specific curriculum, didactics and handbooks for policy compliance and maintenance.
• Develop understanding of the ACGME specialty specific guidelines.
• Full write/edit responsibility for the program calendar(s) to add, edit and make necessary adjustments for educational sessions, engagements and meetings.
• Prepares necessary materials and documents for calendar events.
• Maintain numerous contacts with program faculty/residents/fellows and other programs regarding rotations, evaluations, and committees.
• Supports communication by following the course of action as directed by the Program Assistant and Director(s).
• Attend meetings with Program Assistant and/or the Director(s) to support committees, and at times serves as a delegate for the program.
• Maintains confidential files for the program and items related to contracts, licenses, visa status, ECFMG status, duty hours, procedural competency, leave submissions, education, curriculums, and events. Documents and reports learner participation in mandatory curriculums such as Research, Quality and Safety, Disparities, and DEI. Support data entry by collating, copying, sorting, filing, scanning of materials, curriculum and official office notes. Coordinates medical education activities and publishes schedules for activities. Maintains calendar on website/outlook in support of the Program. Independently reschedules sessions based on the faculty availability and educational need. Coordinates room logistics for conference, course instruction, testing, and small group discussions. Composes correspondence, memos and reports that represent the Director(s) position. Documents may be sensitive or technical in nature. Monitors renewals, expense records, and monitors yearly expenses for fellows in each program. Support the program and be a resource in the coordination of recruitment for new residents/fellows. Gather materials, provide communications, organize logistics, marketing, websites, expenses, and schedules. Review, filter, and validate candidate recruitment criteria and requirements. Assist with setting schedules and making contact with potential candidates for interviews

Minimum Qualifications

1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the third level of this series.

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment.

Sponsorship for work authorization is not available for this position.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees. Request an Accommodation

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.