Res/Fellowship Prog Assistant

Classification Title:

Res/Fellowship Program Assistant

Job Description:

The position is located in the Division of Cardiovascular Medicine encompassing 38 Faculty, and 27 Fellows. Under the general direction of the Fellowship Program Director and Division Administrator, the Program Assistant is responsible for the administrative support and coordination the Advanced Electrophysiology Fellowship Program (2 fellows), Interventional Cardiology Fellowship Program (2-3 fellows) and the Heart Transplant Fellowship program has ( 1 Fellow). This position is responsible for the management and operations of three distinct and functionally separate programs with multiple practice rotation sites. The incumbent works closely with the Program Directors (3), Chief Fellow, and House staff office. The Program Assistant/ Cardiovascular Medicine Fellowship Coordinator works closely with the National Residency Match Program (NRMP) and ensures that the Training Program is within all ACGME guidelines and monitors the online American Board of Internal Medicine (ABIM) web-based tracking program, New Innovations. The incumbent must provide a high level of customer service both in person and on the telephone to all patients, faculty, referring physicians, fellows, staff, and other visitors. The Program Assistant/ Cardiovascular Medicine Fellowship Coordinator performs responsibilities by anticipating needs and proactively providing support with minimal direction. The incumbent is responsible for maintaining sensitive and confidential materials that are received and/or developed during the course of the incumbent's job duties. This position also supports administrative duties of the Chief of Cardiology and the Assistant Director/Division Administrator. Position reports to the Division Administrator.

Essential Functions;

Heart Failure Cardiology Fellowship Program Duties (1 fellows):

1. Serves as the primary point of contact for the Heart Failure Fellowship (HF) 4th Year Fellowship.
2. Assist in maintaining the electronic progress log and files on all applicants or other files as required as Fellowship Programs move into a match.  Develop and maintain a system to assist the faculty with review of applicant packets and creation of the final match list.
3.Compiles necessary information for the ACGME site visits in an accurate and timely manner.
4.Assist in creating, maintaining, and updating all fellowship documents required by the ACGME guidelines.  Ensures that the Training Program is within ACGME guidelines and brings any concerns to the attention of the Program Director.  Maintains filing system for all fellowship documents and correspondence.  Keeping the Program aligned with ABIM, ACGME, NRMP, and LCME is a top priority.
6.Organizes new fellow orientation on a yearly basis including but not limited to assisting Program Director with orientation book, ensuring all requirements from House Staff Office and VA Hospital Orientations are met, and other necessary items are in place for incoming fellows (pagers, lab coats, etc.).
7. Attends DOM and COM meetings regarding fellowship activities.  Is responsible for monitoring updates and changes in University and ACGME requirements for fellowships through email, list serves, websites, and official correspondence.


Advanced Electrophysiology Fellowship Duties (3 fellows):
1. Serves as the primary point of contact for the Advanced Electrophysiology (EP) 4th Year Fellowship.
2. Maintains an electronic progress log and files on all applicants or other files as required as Fellowship Programs move into a match.  Develop and maintain a system to assist the faculty with review of applicant packets and creation of the final match list.
3.Compiles necessary information for the ACGME site visits in an accurate and timely manner.
4. Creates, maintains, and updates all fellowship documents required by the ACGME guidelines.  Ensures that the Training Program is within ACGME guidelines and brings any concerns to the attention of the Program Director.  Maintains filing system for all fellowship documents and correspondence.  Keeping the Program aligned with ABIM, ACGME, NRMP, and LCME is a top priority.
5.Responsible for typing and mailing all correspondence related to the Fellowship Programs in a timely manner with attention to spelling, grammar, punctuation, and formatting.  Program Assistant will be responsible for administrative duties for the match as instructed by the Program Director, including New Innovations, and ERAS (Electronic Residency Application Service).
6.Organizes new fellow orientation on a yearly basis including but not limited to assisting Program Director with orientation book, ensuring all requirements from House Staff Office and VA Hospital Orientations are met, and other necessary items are in place for incoming fellows (pagers, lab coats, etc.).
7. Attends DOM and COM meetings regar