Program Coordinator II (Internal Hiring Practices Required) - Fellowship and Residency Education - Division of Neurosurgery

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Children’s Hospital of Philadelphia (CHOP) offers countless ways to change lives. Our diverse community of more than 20,000 Breakthrough Makers will inspire you to pursue passions, develop expertise, and drive innovation.

At CHOP, your experience is valued; your voice is heard; and your contributions make a difference for patients and families. Join us as we build on our promise to advance pediatric care—and your career.


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A Brief Overview
This role administers program(s) and provides advanced oversight and support to program staff in coordinating program services.

The ideal candidate will have GME, residency/fellowship, medical education, or comparable highly regulated academic program coordination experience.

What you will do

• Supervise day-to-day operations and work product
• Oversee program operations, resources and projects including develop project plans and facilitate the resolution of issues.
• Develop and enact policies and procedures, and maintain related documentation and databases.
• Collaborate across teams and serve as the primary liaison for the program.
• Oversee and participate in team, project and program meetings.
• Manage and maintain operating budget, supplies and resources.
• Maintain program metrics and related tools and regularly reports results.
• Monitor and support related finance, accounting and billing functions.
• Coordinate information collection, compilation and dissemination as required.
• Provide advanced administrative support as needed.
• Perform other duties and projects as required.

FELLOWS: • During recruitment season:

• Maintain computerized data applications (e.g NI, MedHub, etc); keep organized files with all scores, licenses, evals, applications, etc; • schedule all candidates for interviews; schedule all faculty interviewers; review all candidate files for interview selection process; meet and greet all candidates; Prepare, collect, and collate evaluation data (including Milestone reporting, CCC activity, Fellows’ evaluations of faculty, 360 type evals of fellows, summative and interim evaluations); work closely with committee to review, score and select candidates; assist with ranking process and submit final rank list by specified deadline; send post-match survey out to all applicants, compile necessary information and statistics, and report findings and feedback to Program Leadership in order to improve recruitment for the upcoming year.

After recruitment season:

• Fellow onboarding (in conjunction with MSA, GME, OH, TA). Coordinate with CHOP GME Office. Work closely with Medical Staff Affairs and Human Resources to credential all new Fellows, including obtaining visas, training licenses, etc.

Ongoing:

• Monitor case logs (in conjunction with Program Director); Liaison to ECFMG; Liaison to ACGME (includes familiarization and compliance with all imperatives in the ACGME program requirements, and preparation of dossier for site visits, input of data into WebADS); Liaison to ABS; Keep notes/minutes for CCC and PEC activities; Coordinate with Program Director for program improvement; Set up and monitor fellows’ outpatient clinic time; Maintain work hour restriction compliance reporting;

• Track PEDESTAL time with D. Hiller; Set up ERAS access and NRMP systems;

• Assist senior fellows in preparing conferences (including visiting scholars); Track graduated fellows' performance on ABS exams, career progress, contacts, etc.;

• Contact other surgical division program coordinators to share methods across the Department of Surgery.

ROTATING RESIDENTS

• Set up and publish schedules; Maintain program letters of agreement with all contributing facilities; Ensure that resident evaluations are done with appropriate feedback to contributing facilities; Collect and distribute online resident evaluations of faculty following educational sessions, Coordinate and maintain resident lecture series, Monitor case volume for visiting residents; Coordinate and track PEDESTAL training time with D. Hiller; Coordinate new resident orientations (nutrition, trauma, epic, safety, etc)

ROTATING MEDICAL STUDENTS

• Coordinate schedules with Penn Medical School; Track Journal Club contributions

• Maintain student evaluations

FETAL PROGRAM VISITING SCHOLARS (and other Visiting Scholars)

• Onboarding and credentials; Schedules

CONFERENCES • Attend national GME conferences (to be determined) in order to keep abreast of changing requirements and other developments.

Education Qualifications

• High School Diploma / GED - Required
• Bachelor's Degree - Preferred

Experience Qualifications

• At least three (3) years of administration, coordination or program experience - Required and
• At least one (1) year of leadership, management, or supervisory experience - Required
• At least five (5) years of administration, coordination or program experience - Preferred
• At least three (3) years of leadership, management, or supervisory experience Preferred
• At least three (3) years of experience in a healthcare related environment - Preferred

Skills and Abilities

• Advanced proficiency with office software (Microsoft Office) including word processing, spreadsheet, and presentation software (Word, Excel, PowerPoint)
• Excellent verbal and written communications skills
• Excellent interpersonal skills
• Excellent organizational skills
• Excellent time management skills
• Excellent project management skills
• Excellent conflict resolution skills
• Ability to work independently with minimal supervision
• Ability to collaborate with stakeholders at all levels
• Ability to influence others to accomplish tasks outside of the direct span of control

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must receive an annual influenza vaccine. Learn more.

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SALARY RANGE:

Salary ranges are shown for full-time jobs. If you're working part-time, your pay will be adjusted accordingly.

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At CHOP, we are committed to fair and transparent pay practices. Factors such as skills and experience could result in an offer above the salary range noted in this job posting. Click here for more information regarding CHOP's Compensation and Benefits.