Senior Business Coordinator, Internal Medicine

Minimum Qualifications

Bachelors degree or equivalent and 2 years of office related experience.

Preferred Qualifications

Skills

• Proficient in the use of New Innovations
• Excellent organizational skills
• Advanced Microsoft Word and Excel skills
• Highly organized, proactive, self-starter with experience in high traffic/volume, fast paced office
• Works well independently and in a team environment
• Familiar with MyUTMB, New Innovations, Kronos, ERAS, ACGME, NRMP, & ABIM
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community
• Ability to demonstrate tact and diplomacy when dealing with confidential information
• Ability to create, compose and edit written materials
• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
• Ability to independently understand, identify, communicate regulatory changes
• Ability to understand GME accreditation and regulatory aspects of GME
• Exercising independent judgment, flexibility and discretion when setting priorities, implementing procedures, maintaining standards, and resolving problems
• Medical Education administration experience

Work Experience

Knowledge and ability to plan and manage the administrative activities of a fellowship program through application of prescribed standards, policies, and procedures

• Knowledge of the State's basic licensing regulations for both temporary and permanent physician licensure
• Thorough knowledge of RRC common and specialty program requirements; working knowledge of institutional program requirements
• Knowledge and basic understanding of J-1 and H-1 visa sponsorship
• Previous residency or fellowship training program office experience
• ACGME experience

Job Summary

To manage, coordinate, and directly support the administrative and business management, and/or staff activities within a Process/Department.

Ability to think & act on own initiative in providing process management of financial, human resource, and administrative support functions.

Job Duties

Assists Program Directors of multiple specialty fellowship programs adhere to their accreditation requirements and participate in the implementation of master block schedules

Assists Chiefs and divisional management with distribution and maintenance of complex clinical rotation and on-call schedules for fellows and ensures that all rotation schedules are fully supported

• Assures required Letters of Agreement and Affiliation Agreements are in place for all off-site rotations
• Maintains fellowship program records and evaluations; completes program reports in accordance with accreditation standards, tracks participant progress through the program for completion of ongoing program recertification
• Assign and track evaluations and send completion and delinquent reminders to faculty and fellows
• Create and track block schedules using New Innovations and cross reference with Amcon as deemed applicable.
• Coordinate all requirements for fellows, such as risk management, ACLS, and BLS
• Coordinates regular and special educational conferences for faculty and fellows as appropriate
• Assists fellows in obtaining and maintaining valid licensure and ECFMG sponsorship documentation.

Works with GME Office to create contracts for new and continuing fellows; processing new hire paperwork for incoming fellows and other ongoing documentation as required.

Prepares, organizes, and participates in accreditation site visits, annual program updates, and program internal reviews. Responsible for coordinating all details (includes preparation of PIF).

Assists Program Director in ensuring the fellowship program maintains compliance with ACGME, RRC, and American Board of Medical Specialties requirements

Manages confidential fellow performance evaluations, evaluations of faculty and the educational program and prepares reports and correspondence related to highly confidential materials.

• Assures fellow compliance with institutional and ACGME resident survey requirements
• Coordinates all administrative duties relative to the recruitment and selection of fellows.

Manages Electronic Resident Application Service (ERAS) and ensures receipt of required application materials. Provides information for the fellow rank list for submission to the National Resident Matching Program.

Provides division manager with up-to-date names of fellows and fellowship criteria to ensure websites are kept current.

Maintains computerized and hard copy files of fellowship program records (utilizing institutional specific residency management software such as New Innovations).

Manages and completes required graduate medical education reporting surveys, including GME Track, and FREIDA online

• Compiles data for annual ACGME ADS online reports and surveys
• Support Program Manager with various tasks and projects related to program enhancement, reporting, finance, and surveys
• Back-up to other education coordinator(s)
• Perform other related duties as required

Closing Statement

The Sr. Business Coordinator will be responsible for coordinating all aspects of specific fellowship programs within the Department of Internal Medicine. In conjunction with the Program Director and Program Manager, the Sr. Business Coordinator duties are related to planning, directing and coordinating academic and operational activities of the fellowship programs, ensuring that all ACGME requirements are strictly followed and coordinated within policies set forth by the institution and numerous other State and Federal Guidelines.

Position requires constant attention to detail pertaining to the fellowship programs. Management of all components of the job requires constant attention, a capacity for multi-tasking, the ability to prioritize, needed, and the tact and patience to answer the demands of and get along with extremely diverse personalities.

Salary Range

Commensurate with experience.

Equal Employment Opportunity

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.