Working collaboratively in the Division of Cardiology on the East Baltimore campus the Program Coordinator will coordinate the administrative and clinical operations of the Advanced Cardiology fellowship programs including but not limited to ACGME subspecialty programs: Clinical Cardiac Electrophysiology, Advanced Heart Failure, Adult Congenital Heart Disease, Interventional Cardiology and NON-ACGME subspecialty programs: Prevention, Structural, Interventional, Advanced Cardiovascular Disease and Advanced Echocardiography.
The main purpose of this position is to provide accurate timely and courteous service to current and prospective fellows, faculty, preceptors and other university personnel in the administration of fellowship training in the Division of Cardiology from recruitment to final certification.
Specific duties & responsibilities:
Coordinate the planning preparation and execution of activities related to fellow recruitment and education for advanced clinical/research fellows.
Work with the Program Director, core faculty and Chief Fellow to ensure smooth implementation and communication of fellow schedules, educational conferences, and training requirements and special programs.
Update and maintain online program databases.
Assists with credentialing clinical/research fellows from appointment paperwork to visa paperwork
Assists with the recruitment and credentialing processing of fellows
Composes and prepares routine outgoing correspondence for Program Director.
Prepares and maintains confidential fellow files.
Triages and responds to fellow concerns and refers inquiries to core faculty or to the advisor as appropriate those matters requiring specialized or a higher level of expertise/authority.
Monitors and maintains files for fellows' rotation reports.
Requests and monitors receipt of rotation evaluations.
Updates and implements ACGME institutional and program policies as needed.
Updates and maintains online databases (ACGME Fas-TrackNew Innovations etc.) with applicant, fellow, board exam results and alumni information.
Monitors webmail sites and responds to requests from correspondents for information about programs.
Manages ERAS database screening applicant files for completion and assigning them for review.
Updates alumni files.
Schedules lecture halls and conference rooms AV equipment and services for weekly conferences, special meetings, and lectures.
Assists in planning of special events.
Prepares slides, PowerPoint presentations and other visual materials for division reports and other presentations.
Creates original correspondence in response to letters and emails.
Processes invoices and travel reimbursements for fellows
Reconciles monthly reports and resolves expenditure discrepancies.
Assists with grant submissions: download online forms for proposals/grants, compile data and text, and complete other forms required for grant submissions.
High School Diploma or graduation equivalent
Five years progressively responsible related experience
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula
Excellent organizational interpersonal and communication skills with great attention to detail.
Ability to remain calm and professional under strong pressures.
Excellent computer skills that include spreadsheet word processing e-mail and e-calendar capabilities.
Experience with expense tracking and basic budget monitoring and reconciliation.
Bachelor's degree or some college.
Previous residency program or other graduate-level training program experience.
General skills in using computer applications such as SharePoint and other basic graphics packages.
Classified Title: Program Coordinator Role/Level/Range: ATO 40/E/03/OF Starting Salary Range: Commensurate with experience Employee group: Full Time Schedule: M-F 8:30am - 5:00pm Exempt Status: Non-Exempt Location: Hybrid/School of Medicine Campus Department name: SOM DOM Cardiology Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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