Medical Education Program Coordinator (U)

Department: Internal Medicine-SMS
Division: Pulmonary Medicine
Location: .Springfield
Job Category: Office Support

Overview:
This position will perform duties related to the planning, directing, and coordination of academic and operational activities of the fellowship program; and provide sound guidance and advice on other pertinent fellowship program issues.
Salary: $23.31/hour
POSITION DESCRIPTION

INCUMBENT CSN FLSA STATUS Non-Exempt

PRESENT CLASSIFICATION Medical Education Program Coordinator DATE

DEPARTMENT/DIVISION Internal Medicine / Pulmonary & Critical Care Medicine

FUNCTION
This position will perform duties related to the planning, directing, and coordination of academic and

operational activities of the fellowship program; and provide sound guidance and advice on other

pertinent fellowship program issues.

ORGANIZATIONAL RELATIONSHIP
The individual in this position reports administratively to the Business Administrative Associate for the

Department of Internal Medicine, who reports to the Assistant to the Chair, who reports to the Chair for

the Department of Internal Medicine. However, specific duties and responsibilities are assigned by the

Fellowship Program Director, Division of Pulmonary and Critical Care Medicine. The position will be

controlled by University procedures, but general directives, and by policies of the Department of Internal

Medicine and SIU School of Medicine.

DUTIES AND RESPONSIBILITIES
The following information is intended to be representative of the work performed by incumbent in this

position and is not all-inclusive. The omission of a specific duty or responsibility will not preclude it

from the position if the work is similar, related, or a logical extension of position responsibilities.

Demonstrates, by actions, commitment to the mission and the behavioral standards of SIU School of

Medicine. Provides excellent service to both internal and external customers through collaboration and

partnership; compassion and respect; integrity and accountability; diversity and inclusion; as well as

continuous learning and improvement.

Administration 100%

1. Recruitment

• Manages and coordinates all administrative duties relative to the fellow recruitment and

selection process. Manages computerized Electronic Resident Application System (ERAS).

Ensures receipt of required application materials and maintains confidential applicant files..

• Updates and edits program policy manuals, procedure manuals and recruitment materials.
• Coordinates candidate interview, fellow recruitment and selection processes. Responds to

applicant inquiries, organizes application review and interview process, and coordinates

interview days.

• Assists with the development of orientation and curriculum materials for fellows.

2. Information & Data Management

• Updates information for fellowship program web sites.
• Establishes and maintains a systematic file system with proper security measures for

confidential documents.

• Performs data management, tracking, and reporting functions utilizing various Graduate

Medical Education soft ware programs including GME Track, WebADS, and AMA

FREIDA.

• Maintain the New Innovations Residency Management Software for the fellows. Input

confidential information, training, block schedule, conference attendance and leave requests

to flow into duty hours.

3. Accreditation Issues

• Prepares, organizes, and participates in accreditation site visits. This includes gathering all

materials needed for the ACGME Annual Program Update as well as making arrangements

for rooms, food, and accommodations for site visitors and making appropriate appointments

for site visitors.

• Assists the Program Director on an ongoing basis to ensure the residency program maintains

compliance with the ACGME, RRC and American Board requirements.

• Maintains all program records.
• Assists in preparation of Annual Review Documents for both ACGME and Institutional

Reviews. This includes gathering all requested data such as hospital admission rates, surgical

outcomes, and other data from outside sources. Preparing for both annual reviews and site

visits require large amounts of dedicated time on the part of residency coordinators.

4. Evaluations

• Tracks fellow evaluations and conference attendance in New Innovations system. Compiles

information for fellow’s annual evaluations with program director.

• Manages confidential resident performance evaluations as well as evaluations of faculty and

the educational program.

5. Program Managment

• Develops, maintains & distributes fellows’ block rotation schedule for the academic year,

conference schedules, call schedules, clinic schedules, and lecture schedules. Arranges

conference rooms if needed. Acts as liaison between outside electives and coordinates

rotations.

• Coordinates yearly in-service examination.
• Generates contracts for new and continuing fellows yearly.
• Provides information, support, and problem solving for fellows and program faculty on a

wide range of personnel and program issues.

• Creates and maintains spreadsheet on all items (journals, books, videos, etc.) in the

Pulmonary Division library (fellowship program requirement). Responsible for loaning out

such items to residents, students or other personnel.

• Ensures the accuracy of records regarding fellow training and maintains documentation for

program accreditation, specialty board requirements, annual reports, and letters of

recommendation needed when fellows seek additional training or private practice

opportunities after graduation.

• Receives & routes confidential and sensitive information and responds as able (i.e.,

complaints from hospital personnel, faculty, rotation supervisors, and patients regarding

pulmonary fellows).

• Distributes fellow evaluations for faculty to complete and then compile clinic attendance

data, average scores and enter into New Innovations as a group evaluation.

SKILLS, ABILITIES AND KNOWLEDGE NEEDED FOR THE POSITION

Sensitive to the needs of underrepresented minority populations.

Skills in exercising independent judgment, flexibility, and discretion when setting priorities,

implementing procedures, maintaining standards, and resolving problems.

Knowledge and skill in use of computer systems and software.

Ability to independently perform a wide variety of routine, as well as, complex assignments required in

the day-to-day management of a fellowship program.

Skill in prioritizing, planning, working independently, and organizing projects and assignments

effectively and efficiently.

Ability and skill in establishing and maintaining effective working relationships with other fellowship

program personnel, faculty, staff, fellows, residents, students, and the general public.

Working knowledge of the Department and Division.

Ability to demonstrate tact and diplomacy when dealing with others and relaying confidential

information.

Ability to exercise good judgment and decision-making skills.

RESPONSIBILITY
A. Supervisory Controls – Supervisory controls occur both written and verbally from the Pulmonary

and Critical Care Fellowship Program Director. Day-to-day directives will come from the

Fellowship Program Director while administrative supervision will be under the Business

Administrative Associate, for the Department of Internal Medicine. However, daily assignments

are rarely given. Supervisor will function as consultant and it will be the responsibility of the

employee to complete projects utilizing initiative, creativity and judgment. Meet and execute

many deadlines without direct supervision.

B. Guidelines – University, School of Medicine, Department of Internal Medicine, administrative

policies and procedures will be used as guidelines for the activities relating to this position.

DIFFICULTY
A. Complexity – This position requires the individual to coordinate a wide variety of complex

duties. Incumbent must have the ability to organize and prioritize multiple responsibilities at one

time. Incumbent should display the ability to work well under pressure, and resolve conflicts.

Requires ability to interpret accreditation and academic guidelines in order to make decisions and

advise others on requests.

B. Scope and Effect – Many responsibilities and duties depend on the knowledge, skill inventiveness

and imagination of the person in this position. Personal contacts are extremely important in this

educational setting and the ability to relate to fellows, faculty, students, patients and clinical

support staff is a requirement for success. Keep an honest and open line of communication with

each fellow. Provide a safe and open environment for open lines of communication. Provide

support for the fellows. Accurate work and personal control as previously described are

necessary for the optimal operation of these areas of the Department.

ENVIRONMENTAL, HEALTH AND SAFETY RESPONSIBILITIES

Participates in meetings, training and other environmental, health and safety activities as required by SIU

School of Medicine

WORKING CONDITIONS/PHYSICAL DEMANDS

See attached Physical and environmental Requirements form.

Duties are carried out in a clean and comfortable office environment. Work assignments require travel to

events and offices across campus as needed.

INCUMBENT: DATE:
REVIEWED BY: DATE:
Immediate Supervisor

DATE:
Department Head/Chair