Scheduled Hours

40

Position Summary

Assists program director in managing the operational and administrative management of resident/fellowship training program(s) and continually assesses and directs a wide range of responsibilities including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues including managing internal and external program relations.

Job Description

Primary Duties & Responsibilities:

• Provides support and meets regularly with the Program Director or designee concerning office management issues, activities and the status of projects through all phases of the program(s).

• Identifies and evaluates methods of improving workflow and cost effectiveness and makes recommendations for improvements.

• Understands, interprets and informs of policies and policy changes of the program(s), the division, department, University, hospitals, external entities and ensures compliance with program(s).

• Collects and organizes data for use in reports requested by various committees/groups as required.

• Maintains various databases and files.

• Organizes and attends program lectures, conferences, retreats, seminars, orientations, recruitment, graduation, as well as, various meetings involved with supporting the program(s); and prepares and distributes materials, develops itineraries, invitations and advertisements for these events. Assists with providing lodging and expense reports as necessary for visiting speaker.

• Participates in and may provide oversight for various budgets, purchasing and procurement for program funds to ensure appropriate spending and budget management.

• Tracks, reports and ensures compliance with procedures regarding licensing, moonlighting, monitoring duty hours, annual contracts and initial and re-credentialing of trainees.

• Manages the evaluative processes of the trainees, faculty, program and rotations.

• Performs all Match responsibilities and corresponds with newly matched trainees about requirements and process for appointment in conjunction with the GME office and/or the division administration office. Assists with quota review and rank list entry and certification in the National Residency Matching Program (NRMP).

• Processes and submits manuscripts, grant applications, journal reviews, lectures, correspondence, reports and memorandums, as well as various other clerical duties including, coordinating travel arrangements, lodging and expense reports, submits orders for equipment and supplies for office and maintaining mailing list of all current and past trainees of the program.

• Acts as a liaison between trainees and hospital administration when necessary, as well as between residents, fellows, staff and faculty on various program issues.

• Establishes relationships and acts as a liaison to other hospitals, internal departments and divisions regarding recruitment orientation, annual program Affiliation Agreements and external rotations.

• Assists the Chief Fellow/Resident with development and distribution of call schedules.

• Performs other duties as assigned.

Working Conditions:
Job Location/Working Conditions:

• Normal office environment with heavy student traffic and occasional pressure due to deadlines.

Physical Effort:

• Typically sitting at desk or table.

• Walking to various areas of campus particularly during interview period.

Equipment:

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications:

No specific certification is required for this position.

Work Experience:

Relevant Experience (2 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent w