Education Coordinator- Infectious Disease Fellowship Program
Nationwide Children's Hospital - Columbus, OH 43205
The Education Program Coordinator (PC) administers the Nationwide Children’s Hospital (NCH) Pediatric Infectious Diseases fellowship in collaboration with the Program Director (PD), GME Office, faculty, fellows/residents (trainees), and other institutional and regulatory administrative offices. The PC is responsible for performing a wide variety of complex clerical and administrative tasks for the Director of the Department/Division. Works with highly confidential information, and under minimal supervision.
1. Collaborate with the PD and GME Office to assure education programs meet or exceed all accreditation requirements
• Track compliance with current Accreditation, certifying Board(s), and NCH education requirements.
• Maintain documentation required by ACGME, AOA and/or other accreditation, licensure and certification boards, and professional organizations.
• Prepare reports/forms required for accreditation, e.g. Annual Program Evaluation, trainee Milestones, and Web ADS. Collect and collate information from multiple sources.
• Schedule and track findings of Clinical Competency and Program Evaluation Committees.
• Manage accreditation site visits and program reviews.
• Maintain ongoing communications with GME Office regarding accreditation requirements for assigned trainees and programs.
• Update program-specific policies at least every 3 years or more often as needed
• Import, manage and update program trainee’s demographics, duty hours, call schedules, conferences and any other information the GME office requires in MedHub.
2. Prepare and manage fellowship program budgets.
• Review monthly budget and expense reports and follow-up on discrepancies.
• Process invoices for program-related expenses.
• Participate in annual budgeting meeting to include documentation to justify additional funding.
3. Coordinate trainee and teaching faculty schedules.
• Prepare and update as needed annual and monthly schedule for trainees, NCH residents and fellows as well as trainees from other institutions.
• Orient new trainees to section and assure all mandatory training completed.
• Enter and maintain schedules and evaluations in the electronic databases.
• Organize, manage and schedule program related activities such as conferences; electives, vacations, rotations, teaching courses, committee meetings, journal clubs, and events (orientation, retreats, and graduation).
4. Coordinates trainee interviews and onboarding
• Manage trainee applications and screen those appropriate for interview. Evaluate applications for completeness. Utilize ERAS (Electronic Residency Application Service) software (when applicable). Compile reports as necessary.
• Communicate with potential applicants, explaining the Program’s application process. Distribute recruitment materials.
• Notify applicants of decisions for interview.
• Organize interview days - dinners, breakfast/lunch with trainees, faculty interviews, hotel accommodations, and transportation needs as appropriate.
• Maintain confidential information regarding applicants and interviews.
• Collaborate with Legal, HR, and GME to secure visas and other immigration materials as needed.
• Secure necessary licenses for trainees to practice.
• Gather and maintain records for credentialing and training documentation.
i. Annually update the NCH credentialing information for trainees
ii. Collect and maintain credentialing data, i.e. rotations, procedure logs, etc.
iii. Schedule trainees for credentialing courses such as PALS.
iv. Prepare requested program surveys.
v. Provide accurate trainee information and documentation required for CHGME and Medicare
vi. Assist trainees complete OSU and other site credentialing, when applicable.
• Annually update of FREIDA/GME Track and other relevant data sources.
• Maintain education website and training program literature. Review and update at least annually.
• Work with the GME Office to onboard trainees at NCH and OSU, including collecting Human Resources, Employee Health, Credentialing and Safety and Security information.
5. Performs administrative duties for department director/manager and staff members: type correspondence, report, surveys, tabulations and statistical data; prepares charts, and slides for meetings and presentation; organizes material and determines format as requested.
• Provide administrative support to physicians.
• Participates in documentation processes, obtaining, compiling, maintaining and issuing necessary records, reports, data or lists, ensuring accuracy of content and correct distribution.
• Directs or assists in training less experienced personnel. Assigns and directs certain work to others. Provides supervision to less experienced personnel.
• Assists other departmental staff as needed/performs other related duties as assigned.
• Assist international scholars with onboarding, orientation, scheduling and evaluations. Maintain communication and cooperation with physician mentor and the department of international scholars.
6. Additional responsibilities may be delineated by NCH and/or the accrediting organization(s).
1. College Degree required.
2. Three or more years’ administrative experience required. Prior experience with ACGME or other accreditation systems highly desired.
3. Level of professionalism, confidence and attention to detail consistent with a leading academic medical center. Demonstrated project management experience.
4. Excellent written and verbal communication skills. Ability to develop effective working relationships with professionals at many levels. Able to summarize complex information from committees and other decision making activities.
5. Excellent organizational skills, including coordination of meetings, management of conflicting time demands, and utilization of technology to facilitate participation. Able to hold others accountable for deadlines.
6. Strong knowledge of MS Office - Word, Excel, PowerPoint and Outlook: advanced experience with creating PowerPoint presentations desired.
7. Able to work independently and creatively problem solve in situations with minimal information and/or conflicting interests
Education Coordinator, Nationwide Children's Hospital
Education Coordinator- Infectious Disease Fellowship Program