Residency Program Specialist

Augusta University

Augusta, GA

ID: 7146269 (Ref.No. ej-4203952)
Posted: May 19, 2023
Application Deadline: Open Until Filled

Job Description



Residency Program Specialist

Job ID: 257725
Location: Augusta University
Full/Part Time: Full Time
Regular/Temporary:

*



About Us
Augusta University is Georgia's innovation center for education and health care, training the next generation of innovators, leaders, and healthcare providers in classrooms and clinics on four campuses in Augusta and locations across the state. More than 9,000 students choose Augusta for educational opportunities at the center of Georgia's cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences. Augusta is home to Georgia's only public academic health center, where groundbreaking research is creating a healthier, more prosperous Georgia, and world-class clinicians are bringing the medicine of tomorrow to patient care today.

Location
Augusta University - Our Health Sciences Campus: 1120 15th Street, Augusta, GA 30912

College/Department Information
The Medical College of Georgia is one of the nation's largest medical schools by class size, with 260 students per class. The educational experience is anchored by the main campus in Augusta, regional clinical campuses for third- and fourth-year students across the state and a second four-year campus in Athens in partnership with the University of Georgia. MCG's expanding partnerships with physicians and hospitals across Georgia currently provides about 350 sites where students can experience the full spectrum of medicine, from complex care hospitals to small-town solo practices. MCG and its teaching hospitals also provide postgraduate education to more than 500 residents and fellows in 50 different Accreditation Council for Graduate Medical Education-approved programs. Our researchers and clinicians focus on what most impacts the health of Georgia's and America's children and adults, including cardiovascular biology and disease, cancer, neurosciences and behavioral sciences, public and preventive health, regenerative and reparative medicine, personalized medicine and genomics. Our physician faculty also share their expertise with physicians and patients at about 100 clinics and hospitals statewide.

Job Summary
The Department of Pediatrics is currently seeking a full-time employee to serve as the Fellowship Program Coordinator for several fellowship programs within the department. The position will be responsible for supporting all faculty members, staff members, and fellows within the fellowship programs from an education activities related to the Graduate Medical Education (GME) office.

Responsibilities
Responsibilities include, but are not limited to:
  • Assist with day to day operations of fellowship programs within the Department of Pediatrics. Serve as liaison between and communicate with all appropriate campus offices, department program directors and staff. Attend monthly coordinator meeting conducted by AU GME Office. Monitor duty hours and track leave time in One45. Distribute send outs in One45 for fellow evaluations to fellows, faculty, nurses and clinical staff. Register fellows for yearly In-Training exam. Assist with implementing policies related to AU GME Office and ACGME. Use knowledge of ERAS (Electronic Residency Application Service) software to manage fellowship applications and compile reports as necessary. Review fellowship applications and evaluate completeness; assist in screening those appropriate for interview. Notify applicants of decisions for interview and arrange for accommodations during the applicant's stay. Coordinate faculty/fellows/staff interviewers and create itinerary for each interview day. Coordinate all housestaff interviews and serve as main point of contact for applicants. Submit required paperwork on new fellows to GME office; set up training grants, if necessary.
  • Fully process fellows through divisions which includes but is not limited to: scheduling division orientation; ordering keys and lab coats; providing all necessary documentation/manuals, etc. Ensure fellow compliance with established policies and procedures. Maintain documents for Fellowship Program site visits performed by ACGME. Maintain all housestaff personnel records including confidential evaluation and counseling records. Serve as administrative support for Fellowship Program Directors which includes but is not limited to: Scheduling meetings, preparing agenda, recording and maintaining meeting minutes. Developing reports and providing pertinent data to Program Directors and faculty. Prepare written reports and correspondence for the Program Directors relative to fellowship program. Coordinate all social functions for the Fellowship programs. Maintain up to date knowledge of ACGME policies and procedures with understanding of common and specialty program requirements. Prepare check requests and IDRs as needed. Prepare fellowship verification forms for current fellows and alumni. Provide office support for fellows. Enter On-Call Schedule into the AUMC On Call system each month and/or rotation. Track and summarize reports related to procedures, labs and workshops. Maintain web based ACGME accreditation surveys for Pediatric Residency Program.
  • Initiate, oversee and monitor housestaff budget, including projections of future needs. Compile and submit reports to ACGME, American Board of Pediatrics, American Academy of Pediatrics. Maintain calendars and coordinate meetings. Serve as point of contact with outside agencies and societies. Coordinate travel arrangements for faculty and staff - prepare necessary paperwork for travel approval and reimbursement. Type/edit all types of correspondence which includes but is not limited to: grants, manuscripts, abstracts, division reports, official letters, etc. Create/prepare presentations. Prepare forms/documents used for AU Support Services (Grants/Contracts, budgets and routing sheets, IDR's, check requests, etc.) Track all deadlines related to activities within division. Reserve and maintain conference room schedule, prepare room for meetings/presentations. Plan and prepare for guest speakers/lecturers to include assisting with travel plans, creating itinerary, and making all necessary arrangements. Plan and coordinate all division events. Answer phones and triage calls, and greet visitors to division.
  • Provide backup administrative support for other staff members within division and for all other sections in department as needed. Order and maintain office supplies. Distribute, complete and maintain CEU paperwork for faculty. Develop, evaluate and implement office procedures. Prepare monthly conference, clinic and educational calendars, monthly call schedules and distribute and enter call into AUMC On Call system. Maintain financial information on state and sponsored accounts, and grants. Reconcile PeopleSoft ledger reports on a monthly basis. Prepare other reports and forms required by department administration and submit in a timely manner. Coordinate faculty and staff recruitment to include assisting with travel plans, creating itinerary, arranging interviews, etc.
  • Provide backup program coordinator support for other fellowship programs within the Department of Pediatrics. Complete all other job-related duties as assigned by department.


Required Qualifications
Associate's degree from an accredited college or university in a related field with two years of recent work experience in an educational program; will accept High School, GED or equivalent from a recognized State or Federal accrediting organization with five years of directly related experience in an educational program.

Knowledge, Skills, & Abilities
Ability to maintain confidentiality. Detail-oriented. Excellent interpersonal, verbal, and written communication skills. Proficient in Microsoft Office and other computer software/databases.

Shift/Salary/Benefits
Shift: Days; Monday - Friday (8:00am - 5:00pm)
Pay Grade: 11
Salary Minimum: $15.00 - Midpoint: $18.21
Salary to be commensurate with qualifications of the selected candidate within the established range of the position
Recruitment Period: 5/4/23 - 5/9/23

Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.

Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays.

Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!

Conditions of Employment
All selected candidates are required to successfully pass a Background Check review prior to starting with Augusta University. If applicable for the specific position based on the duties: the candidate will also need to have a credit check completed for Positions of Trust and or approved departmental Purchase Card usage. The primary work location for this position is within the Augusta University Medical Center or other Augusta University Health System Clinic Space and is subject to the Centers for Medicare & Medicaid Services guidelines. The selected candidate will be required to provide proof of COVID vaccination or an approved exemption. Your application to this position confirms you are aware of this requirement and agree to provide proof of either COVID vaccination or our organization's approval of a medical or religious exemption. All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive [patient, student, employee, financial, business, etc.] information by exercising sound judgment and adhering to cybersecurity and privacy policies during their employment and beyond.

Credit Check
This position will require the acquisition of a P-Card and/or handle cash, credit or other sensitive information and will require a satisfactory Consumer Credit check as a condition of employment.

Other Information
This position is also responsible for promoting a customer-friendly environment and providing superior service to our patients, students, faculty, and employees. "Augusta University is a patient-and family-centered care institution, where employees partner every day with patients and families for success." Augusta University is a tobacco-free environment, and the use of any tobacco products on any part of the campus, both inside and outside, is strictly prohibited.

Equal Employment Opportunity
Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.

How To Apply
Consider applying with us today! https://www.augusta.edu/hr/jobs/ Search Job ID: 257725Select University Faculty & Staff > External Applicants if you are a candidate from outside the universitySelect University Faculty & Staff > Internal Applicants if you are a current university employee If you need further assistance, please contact us at 706-721-9365

To apply, visit https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=12000&JobOpeningId=257725&PostingSeq=1

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