Office Manager- GME IM Fellowships (Cardio, GI, PulmCC Fellowships)

Position Summary

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

The Office Manager provides highly specialized administrative support to the leadership of the program and independently anticipates and addresses office support needs for day-to-day operations under the direction of the Program Assistant.

• Serves as a resource and support for faculty, fellows, and the Program Assistant.
• 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.