Fellowship Program Manager
Job ID: BH408828
Category: Program Manager, Administrative Assistant
Job Title: Fellowship Program Manager
- Associate’s Degree in Business Administration or Healthcare Administration
- Min. of 3 years relevant work experience
- Proficient with Microsoft Teams and Zoom
- Bachelor’s Degree in Business Administration or Healthcare Administration
- Work experience in a healthcare and/or education setting
- Familiarity with medical trainee or student training program management
With minimal oversight and direction from the Executive Vice-Chairman, Director of the Residency Training Program, and Autopsy Service Division Director, the Fellowship Program Manager is primarily responsible for coordinating the administrative aspects of the clinical fellowship training programs in the Department of Pathology. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment, and the ability to communicate effectively with faculty. The Fellowship Program Manager will continually assess and direct a wide range of programmatic issues including, recruiting fellows, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and fellows regarding a range of issues, managing internal and external program relations, and long-range planning. The Manager will also work closely with the Residency Training Program Manager cross-covering and providing support to that position as required. The Manager also has a number of responsibilities related to managing and reporting continuing medical education activities, as well as responsibilities related to managing the Autopsy Division.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Fellowship Program Management:
1. Manages and coordinates all of the administrative aspects of the Departmental clinical subspecialty fellowship programs for ACGME-accredited and non-ACGME accredited clinical fellowships (e.g., Surgical Pathology and Subspecialties). ACGME fellowships include Hematopathology, Cytopathology, Neuropathology, Women’s and Perinatal Pathology, Molecular Genetic Pathology, Dermatopathology, and Transfusion Medicine. Total number of fellows is approximately 20.
2. Coordinates administrative aspects of ACGME and hospital accreditation and Internal Review documentation for fellowships, including preparing for and assisting in the readiness of the programs for ACGME Site Visits, conducted every 5 years or less, as well as other activities associated with program accreditation. Interprets and applies ACGME, ABMS and hospital policies to support compliance. Serve as primary resource to faculty serving as clinical fellowship directors regarding existing or new policies and requirements, helping to advise them on particular issues regarding their subspecialty fellowship program in general or regarding individual fellows.
3. Coordinates the recruitment process for clinical fellowship applicants as needed, including application management, interviews, and offers.
4. Manages all credentialing for fellows, including processing of visa applications, working with Pathology Administration, Physician Services, and the International Office.
5. Sets up rotations for clinical fellows in the Department’s training program at each of the other institutions where they rotate, including credentialing and other required paperwork, such as setting up financial arrangements, working closely with Pathology Administration.
6. Sets up credentialing for outside rotators and observers, residents, fellows, and students coming to the Department from other departments or outside institutions.
7. Assists with scheduling interviews during recruitment season.
8. Assists with updating and maintaining the residency and fellowship program manual.
9. Assists with initiatives to improve the residency and fellowship program.
10. Tracks, reports, and ensures compliance with procedures regarding licensing, ACGME Duty Hour reporting, moonlighting, CRICO extensions, annual contracts, and initial and re-credentialing of trainees. Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
11. Completes required national and hospital surveys, collating and reporting program or trainee data. Provide other information to external agencies regarding trainees as required.
12. Coordinate closely with Residency Training Program Manager due to interconnected nature of roles and responsibilities, provide cross-coverage when necessary, as well as other administrative support as needed. This might include scheduling interviews, orientations, completing Residency trainee credentialing information, setting up files, etc.
13. Work closely with Executive Vice Chairman, Residency Training Program Director, as well as other fellowship program directors in the sub-specialty services concerning operational and programmatic issues, and the status of projects.
14. Identifies and evaluates the means for improving workflow and cost effectiveness; makes recommendations for improvements. Assist in program-level policy development and long-range planning.
15. Oversees department-level fellowship orientation and any task-specific training/certification.
16. Informs fellows of inter and intradepartmental policy and procedure changes, with assistance from GME office.
17. Manages the evaluative processes of trainees, the program, the faculty and rotations.
18. Working closely with Pathology Finance/Administration and the Residency Training Program Manager, provides annual plan for the number of incoming fellows, terminating fellows, fellows moving from one rotation to the next, maintaining an FTE count within annual budgetary limits.
19. Works with Pathology Research Administration to notify and transition clinical trainees to any research programs. Establishes annual trainee financial arrangements with Special Accounts and participating institutions, ensure proper FTE allocations and any discounts are included in the agreement. Also disseminates Departmental financial policies annually to all trainees to ensure proper expense reimbursements are followed on trainee educational allowances.
20. Keeps abreast of any changes in fellow status, new assignments, etc., updating databases & processing salary or credentialing status changes as necessary. Keep track of fellows’ plans relating to research rotations, so as to have a comprehensive understanding of current and future plans/rotations. Apprise Pathology Administration & Finance staff of status changes as necessary.
21. Provide other administrative support to Fellowship Program directors as necessary.
22. Performs all other duties and responsibilities as directed.
Continuing Medical Education:
1. Coordinates continuing medical documentation requirements for Departmental faculty, working with designated faculty member overseeing this activity. This involves maintenance of a database of self-reported CME activities, helping faculty to generate information necessary for licensure renewal or for other needs. Manage on-going documentation of evaluation of/attendance at conferences, as necessary.
2. Works with conference directors to complete and submit applications for HMS CME accreditation for recurring internal conferences.
3. Assists faculty in documentation for Maintenance of Certification as required for Pathology Board re-certification, as necessary.
4. Perform all other duties as assigned.
1. Manages the Autopsy Division office, maintaining autopsy log and autopsy reports. Assists with autopsy audits as needed. Maintains records and files containing confidential information directly related to patient care reports.
2. Responsible for providing prompt information regarding autopsy status and autopsy reports.
3. Notifies clinicians (via e-mail) of completed PAD and FAD reports.
4. Track’s residency autopsy rates
5. Coordinates perinatal autopsies with the Women’s and Perinatal Division and Neuropathology reports with the Neuropathology Division.
6. Prepares lists and notifies pathology residents and attendings of overdue autopsies monthly.
7. Provides statistical reports to/for the Autopsy Division as requested.
8. Prepares the procedure manual for the autopsy division, updated annually.
9. Maintains a working expertise of BICS and PowerPath.
10. Coordinate’s billing for outside Autopsy cases with Pathology Administration.
11. Maintains established department policies, procedures, and objectives, including areas of quality assurance, safety, environmental and infection control.
12. Reports to and is overseen by Autopsy Service Director for this responsibility.
13. Performs all other duties as assigned.
- Bachelor’s degree in Business Administration or Healthcare Management preferred. Associate’s degree in Business Administration or Healthcare Administration with directly relevant experience required.
- Minimum of 3 years of experience performing relevant work, preferably in a healthcare and/or education setting. Familiarity with medical trainee or student training program management desirable.
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