Administrative Program Coordinator

The Department of Medicine is seeking anAdministrative Program Coordinator who will provide complex administrative and project support to the Director, Administrator and Faculty of the Division of Clinical Pharmacology as well as administer and coordinate a graduate medical education fellowship training program for the Division. This position will collaborate with the Division Director and Training Program Director to administer the division’s training program and ensures compliance within established regulations and university policies and guidelines. The Administrative Program Coordinator will identify and respond to specific program needs, recommemd and implement policies, activities and action plans. This individual will provided administrative oversight for the division including organizing meetings, coordinating events and ensuring the functioning of day to day operations.

Specific Duties & Responsibilities:

Program Administration

• Coordinates and administers training program for postdoctoral fellows in Clinical Pharmacology
• Training program liaisons with ECFMG for credentialing of foreign medical graduates
• Drafts recommendation letters for program director
• Develops and implements orientation program for new fellows
• Advises fellows regarding program and university policies, deadlines, or other issues
• Participates in fellowship recruitment process; writing, editing, and revising recruitment materials; updating and managing website; corresponding with prospective applicants
• Coordinates fellowship applications and disseminates them to faculty. Coordinates faculty interviews, evaluation system and entry into directordatabasefor ranking of candidates.

Credentialing/Appointments

• Completes annual appointment sheets for the office of Postdoctoral Programs
• Credentials incoming faculty and fellows for medical staff privileges and university appointments
• Arranges systems-based training for fellows

Curriculum Development

• Reviews and updates curriculum annually, in collaboration with program director

Program Recruitment

• Participates in fellowship recruitment process; writing, editing, and revising recruitment materials; monitors website; administers fellowship application program, corresponds with prospective applicants
• Coordinates fellowship applications and disseminates to faculty.
• Coordinates faculty interviews, evaluation system and entry into director database for ranking of candidates.

Regulatory/Compliance

• Processes license applications and other training verification forms for current and past fellows
• Provides information to Fellows regarding training modules for Responsible Conduct of Research and other trainings required for clinical and laboratory research and monitors compliance

Accreditation

• Maintains knowledge of accreditation requirements
• Completes all required censuses and surveys
• Prepares site visit and internal review documents; advises director of potential problem issues
• Handles all aspects of record keeping and application renewal for CME-accredited Case Conferences

Fellow and Program Evaluation and Administration

• Responsible for fellow evaluation process, including ensuring fellows and their mentors complete Individual Development Plans (IDP) on quarterly basis
• Arranges Biannual Research Reviews for the Steering Committee and fellows; prepares summary letters
• Reports and maintain scholarly activity data, including publications, for fellowship program
• Responsible for creating and implementing tracking system for completion of fellowship requirements
• Organizes yearly External Advisory Board (EAB) meetings with outside faculty
• Assists with scheduling educational activities of the program
• Organizes program social events

Research Support

• Administers the NIH T32 Training Grant, including assistance with annual RPPR and competitive renewals
• Directly responsible for completion of NIH forms related to fellows including Statement of Appointments, Payback agreements, and Terminations reports for fellows on the training grant Coordinates grant support for fellows by identifying point people in area of expertise to mentor and assist in submitting and monitoring grants
• Track financial components of the fellowship, including available funds for fellow support

Website Development

• Develops content for Fellowship Intranet website
• Coordinates with web designer to make sure program information is updated
• Posts conference presentation slides/handouts to intranet

Administrative and Project Support

• Coordinates Grand Round talks, division review and other divisional meetings; invites speakers, sets up meetings online and in person, including invitations
• Compose and/or prepare documents for content, quality, and style, turning rough drafts into finished documents.
• Triages complaints and requests directed to the Director and handles them accordingly. Directs these requests to departmental managers and Administrator if necessary.
• Provide administrative support as needed for various departmental executive committees. This would include agendas, meeting material, minutes, etc. for the meetings.
• Coordinate and oversee multiple projects (ie: telephone cost reduction project) including review of all costs incurred, equipment and services need in order to reduce costs and increase revenue for the department.
• Will assist an experienced Grants and Contracts Analyst to carry out the administrative tasks necessary for smooth operation of grants and projects
• Coordinates faculty annual reviews and divisional reviews.
• Schedule meetings for Director and faculty
• Maintains conference room schedule
• Orders computers and supplies for office and labs

Payroll Administration

• Participates in the development of divisional budgets as requested
• Completes e-forms and effort certification
• Communicates with payroll coordinator regarding payroll issues

Visa Applications

• Communicates School of Medicine and INS policy to faculty, fellows and staff members regarding visa policies and issues that apply to fellows
• Manages visa applications for research and clinical fellows and Clinical Pharmacology faculty

Finances

• Responsible for processing vendor payments and invoices; purchase orders, shopping carts, reimbursements.

• Monitors malpractice report and coordinates changes with NIH and malpractice office.

• Manages fellow PGY salary levels to ensure accurate pay for fellows

• Independently reviews monthly financial reports to ensure accuracy.

This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.