Overview

USA Health is Transforming Medicine along the Gulf Coast to care for the unique needs of our community.

USA Health is changing how medical care, education and research impact the health of people who live in Mobile and the surrounding area. Our team of doctors, advanced care providers, nurses, therapists and researchers provide the region's most advanced medicine at multiple facilities, campuses, clinics and classrooms. We offer patients convenient access to innovative treatments and advancements that improve the health and overall wellbeing of our community.

Responsibilities

Under the direction of the Medical Oncology Division Director, or his/her designee, provide office coordination and supervision of daily operations, staff and services related to the Division of Medical Oncology at the Mitchell Cancer Institute; this would include supporting the Division Director, all Medical Oncology Clinical activities and Administrative Coordination of the Medical Oncology Fellowship Program; coordination and administrative support for the Medical Oncology Fellowship program; in collaboration with the Director of the Fellowship Program, this position will plan, organize, and support all phases of the program; the position will develop procedures and policies required to achieve overall programmatic performance standards and will insure adherence to all University policies related to the Fellowship Program; the position will work closely with the ACGME office to insure appropriate quality control measures to support the fellowship program and the development of Medical Oncology fellows; establishes and maintains complex, interrelated filing systems; maintains payroll and records for staff, maintains special confidential correspondence, personnel and administrative files; coordinates and facilitates matters related to Human Resources for the division as directed; oversees coordination and production of clinical activities and Clinical staff annual evaluation; responsible for keeping PTO/time off request for the MCI physicians and documenting on the Call schedule; responsible for inputting missed-swipe, vacation, sick time, jury duty, FMLA, holiday and other special pay codes in Kronos system and responsible for approval of time for clinical staff; responsible for overseeing the reception area of the Administrative office of the USA Mitchell Cancer institute; ensuring prompt efficient and correct handling of all telephone contacts, screening of contacts, greeting, announcing and routing of all visitors; and ensuring prompt efficient and correct handling conference room bookings and catering requests; hiring and managing Front Desk Staff for MCI Administrative Office; responsible for oversight all MCI catering request for lunches, dinners and special events; coordinate and develop cross coverage for all administrative staff covering Medical Oncology, Gynecological Oncology, Radiation Oncology and other areas as needed; provide support and coverage for all administrative functions when required; promotes and maintains effective communication, positive working relationships and good public relations with all levels of contacts; exercises considerable judgment in the answering of inquiries and directing people to proper person or department for resolution of issues; provides leadership and works with staff to develop and maintain a high performance, customer service oriented work environment that supports achieving the Mitchell Cancer Institute's mission, strategic goals, and core values; serves as the primary and initial point or contact faculty, fellows, prospective fellows, various departments, and participating sites on matters related to the Medical Oncology Fellowship program; collaborates with the Program Director and program evaluation committee in the development, dissemination. implementation, and annual review of policies, procedures, learning objectives, curriculum, training modules, assessments, and evaluations; maintains the program's manual of policies and procedures; monitors faculty and trainee compliance with established policies and procedures and maintains related records; maintains accurate and accessible records tor education, accreditation, recruitment, credentialing, appropriate board certifications, and reimbursement; implements modifications related to accreditation, credentialing, and certifications; collaborates with Program Directors in the preparation of letters of verification of training; maintains and updates schedules to ensure coverage and maintain documentation of trainees' experiences; oversees development. implementation and documentation of educational activities; prepares, updates, and maintains resident, faculty and program evaluations; prepares various reports as required; attends and maintains minutes at meetings; trains faculty, resident/fellows, and staff on the use of software and online databases; represents the program at institutional, participating sites, and national meetings; facilitates and provides guidance, advocacy and support to the fellows in orientation, integration, and education throughout professional transitions related to the fellowship experience; utilizes software to access, manage, and maintain confidential residency applications and associated documents; communicates with prospective residents/fellows via telephone, email, and mail to provide information regarding the program's application process and to distribute recruitment materials and interview decisions; collaborates with the Program Director and selection committee on interview schedules and makes travel arrangements; may assist in preparing the program budget; processes invoices and reimbursements for program related expenses; regular and prompt attendance; ability to work schedule as defined and overtime as required: performs related duties as required.

Qualifications

High school diploma or equivalent and four years of related experience. Certification with Training Administrators of Graduate Medical Education (TAGME) is preferred. Supervisory experience is preferred. Bachelor's degree preferred and will substitute for the required experience.