Duties include, but are not limited to:
- Schedule meetings, organize and/or prepare departmental administrative reports, track program expenses, distribute/collect fellow evaluations, and maintain personnel files.
- With direction from the Program Director, prepare all fellowship-required documentation including accreditation materials, development of rotation goals, and management of rewriting program materials in compliance with ACGME regulations and regulatory changes.
- Prepare ad hoc reports for Program Director as directed.
- With guidance, prepare and implement annual fellowship program budget.
- Manage available resources (staff, money, space, supplies).
- Work collaboratively with other fellowship administrative staff to ensure work unit operations are compliant with deadlines.
- Assist Program Director in compiling fellowship performance metrics and data analysis and processes information in the New Innovations Module.
- Maintain calendar(s) for Program Director and fellows, prioritize and arrange meetings, conferences, and appointments, make necessary travel reservations and itineraries; process expense reimbursements, prepare background materials needed.
- With guidance, coordinate fellowship rotations and manage schedule relative to inpatient and outpatient services.
- Assist in all aspects of Fellowship recruitment, including orientation and graduation, and coordinate arrangements for fellowship interviews.
- Compile division time off requests for payroll purposes and submit report to the business office bi-weekly.
Serve as backup to other Division Admin Support staff to provide administrative support to other Division faculty when needed. - Arrange divisional meetings and assist with distribution of communications as needed.
- Disseminate information on departmental tasks, requirements, instructions and deadlines to the Division administrative support staff and faculty (i.e. annual faculty evaluations in Faculty Portfolio, re-credentialing, faculty promotion and tenure dossiers, etc).
- Assist the Division Manager in helping new faculty complete on-boarding activities.
- File documents, maintain academic and corporate files, copying and scanning duties, etc.
- Provide guidance to the administrative staff in the Division on institutional and departmental procedures for processing travel authorizations, reimbursements, and purchases to ensure consistent and accurate application.
- Work with College of Medicine IT and Facilities Management to fulfill divisional requests as needed.
- Update various platforms for scheduling as needed for fellowship programs in Qgenda.
- Provide assistance in updating the Division website with information on new faculty, fellows, residents, staff, etc.
