Fellowship Program Coordinator

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $65,000 - $75,000

Position Summary

The Fellowship Program Coordinator will be facilitating all program activities & maintaining regular contact with the fellows. The Fellowship Program Coordinator will review the fellows’ work and progress on various program activities.

At CUIMC, we are leaders in teaching, research, and patient care and are proud of the service and support we provide to our community. We apply the same rigor in our commitment to fostering an inclusive, thriving community and caring for our employees and their loved ones. We offer immediate eligibility and invest in our employees’ families through comprehensive Health and Welfare, Employee Assistance, Tuition Programs, and Retirement Benefits.

"Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process".

Responsibilities

The Fellowship Program Coordinator will perform the following functions:

• Facilitate all program activities & maintaining regular contact with the fellows.
• Will review the fellow's work and progress on various program activities.
• Will facilitate meetings, conduct, and coordinate conference calls.
• Triage fellow applicants and convene for the committee to review.
• Deliver cordial invitations to those applicants selected. Organize faculty/candidate interviews including with current neonatology fellows.
• Greet candidates outside usual work hours and guide them throughout their interview process.
• Responsible for collecting evaluations, organize scores and assist with ranking process.
• Direct liaison for NRMP; Administer and formulate division’s monthly calendar of academic conferences and meetings for distribution. Arrange weekly lunch orders for research conference.
• Create, update, and deliver evaluations using the NYPH MedHub application.
• Ensure submission of fellows’ block schedule every academic year, Update the google conference calendar. Record conference and log attendance. Send calendar invites to all speakers and create itineraries for external speakers.
• Upload faculty and fellow On-Call schedule in EPIC.
• Update the Web Ads-ACGME for the Neonatal-Perinatal Medicine program with specific required information, including collecting faculty/fellow's scholarly activity. Ensure yearly ACGME faculty/fellow surveys are distributed and completed.
• Coordinate for Clinical Competency Committee meetings to evaluate all fellows and record minutes.
• Submit semi-annual milestones to ACGME fellows within the program. Arrange bi-annual fellow and Program Director meetings to review their progress with data collected from Medhub, including Milestone Evaluation Report. Coordinate and prepare all data for the annual program evaluation committee and record minutes.
• Responsible for incoming fellow's orientation schedule. Liaison between incoming fellows and GME office. Create fellowship timeline to establish priorities & direct workflow to meet deadlines. Submit scrub orders and obtain mobile devices for all incoming fellows. Establish monthly meetings with Program & Associate Director and attend fellow's meetings. Yearly update fellows/faculty directory for distribution, including fellow's face sheet. Ensure other department/division include all our new fellows and faculty to their distribution list.
• Compile all required documentation for hospital/university observers, visitors and/or in-rotators; ensuring guidelines and protocols are met, generate certificates upon completion.
• Regulate number of observers/visitors/in rotators. Formulate and disseminate welcome emails to upcoming Sub-I’s registered for a neonatal rotation. Ensure evaluations are assigned to faculty when Sub-Is have accomplished their rotations using the Columbia University Oasis application.
• Greet and escort in-rotators/visitors/observers to their assigned unit for the month.
• CONCUR Travel arranger - make travel arrangements and hotel accommodations for external guest speakers, Assist with for travel & business reimbursements for fellows using Concur-initial reviewer.
• Participate in monthly Program Coordinators’ meeting for the purpose of building relationships with other coordinators, share ideas and discuss upcoming deadlines and updates.
• Maintain Social Media initiative by utilizing and creating a CU Neonatology Instagram page for the purposes of building and maintaining relationships with staff and friends that graduate or pursue other careers, while enforcing the hospital patient privacy policy.
• Coordinate the annual fellow's graduation dinner & incoming fellow's welcome breakfast.
• Ensure that all incoming fellows are compliant with the onboarding process for initial appointments, including reappointments. Track all NYPH required certificates are up to date. Submit yearly fellow rosters for NYPH/Columbia. Initiate external institution PLA’s. Submit external in-rotators template for appointments to GME. Weekly monitoring of fellows’ work hours and vacation days, followed by email reminders.
• Submit monthly work hour report to the GME office for compliance purposes. Monitor monthly any outstanding evaluations and send email reminders to non-compliant faculty.
• Maintain machines necessary for proper office function. Answer phones, take messages and coordinate coverage with staff. Provide calendar management and scheduling support to program fellowship Director and Associate Director.
• Performs related duties & responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor’s degree or equivalent in education and experience required; plus three years of related experience.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.