Office Coordinator

4 weeks ago

New York, United States IMS People Full time $30
Job DescriptionJob Description

Job Summary

We are looking for detail-oriented individual to join our client’s team as Cardiology Fellowship Coordinator. Under the general supervision of the Assistant/Administrative Director of Medicine and direct supervision of the Director of Cardiology Division and the Cardiology Fellowship Program Director, with significant latitude for independent initiative and judgment once appropriate skill level is obtained, general administration of the Cardiology Fellowship Program and administrative support to the Division of Cardiology.

Job Description

Cardiology Fellowship(s) Coordinator:

  • Administratively responsible for the smooth running of Fellowship program, working closely with the Program Director, DME and Division Director.
  • Responsible for all Division/Fellowship schedules and distribution of same, including completion of the schedules on AMION. 
  • Ensure that all necessary paperwork (contracts, visas, credentialing paperwork, etc.) are for each Fellow prior to start of the academic year.
  • Monitor and electronically process all evaluations for Fellows.  Manage all electronic surveys, enter data into electronic database, etc.
  • Coordinate all agency inspections, prepare all documents (with input from PD and DME), maintain a Fellowship manual, and policy and procedure manuals as required by regulatory agencies.  Actively participate in these inspections.
  • Using ERAS, screen applicants for Fellowship positions using pre-approved criteria provided by Program Director and/or DME.  Schedule all interviews for prospective Fellows. Prepare interview files.
  • Prepare and enter rank order list for NRMP fellowship Match.
  • Upon selection of new Fellows, process appropriate paperwork, collect all appropriate documents and verify for accuracy; generate contracts, following up to ensure all contracts are signed by all parties. 
  • Fellows’ files must be meticulously maintained according to regulatory agency rules and must be kept secure.  Files will be retained in-house if space is available, then eventually stored offsite for decades. Requests for verification of training can come in years after a Fellow’s graduation from the CIH/SBH Program.
  • Manage time and leave for all Fellows, maintaining accurate records.  Manage requests for time off to attend/present research at regional and/or national Cardiology conferences.  Manage the process for   obtaining reimbursement for Fellows.
  • Provide information for Fellows’ rotations to other institutions. Gather evaluations of Fellows from those institutions, sharing information with Program Director.
  • Participate in and take minutes at all Clinical Competency Committee Meetings, Program Evaluation Meetings, and any other committee meetings, as necessary.
  • If time and permission to attend do not present barriers, attendance at annual Fellowship Coordinator conferences hosted by accrediting agencies is preferred so that information regarding new requirements is obtained and then adhered to.

Cardiology Division Coordinator:

  • Assure the smooth operation of this procedure-based service, functioning as the office manager or go-to person for the entire Cardiology team, including nursing, financial and front desk staff if necessary.
  • Working closely with the Head Nurse, use eCommerce to purchase necessary patient care items and manage the follow-up process of same. 
  • Working with the Division Director and Service Line Manager(s)/AED(s), actively participate in the new needs budget process each year.
  • Generate on-call and consult schedules for the physicians and attendant Fellow(s).
  • Keep the calendars for all Attendings and Fellows.
  • General secretarial duties (typing letters, exams, etc., filing, answering the phones, making appointments).
  • Manage time and leave for all Attendings, keeping track of time used; manage requests for time off and manage process for appropriate reimbursement for CME.
  • Maintain accurate, current credentialing and personnel files for all Attendings, assuring that up-to-date license, DEA and other documents and proof of completion of mandated courses are contained therein, ready to produce as needed.  These documents will be shared with Medicine’s Administrative office if requested.

Purchasing

  • Responsible for purchasing for Cardiology and the Medicine office.

Skills Required

  • Minimum of 3-5 years of office administration experience, preferably in a healthcare and/or education setting.
  • Detail-oriented, having strong organizational and interpersonal skills
  • Excellent communication skills and be comfortable generating their own correspondence
  • Ability to work independently as well as function as a member of a team
  • Ability to handle sensitive information with absolute confidentiality 
  • Self-starter, taking the pro-active approach, planning, following up
  • Strong computer skills and the ability to accept, comply with and properly manage new regulatory requirements, working knowledge of software applications including Microsoft Word, Excel, and PowerPoint.

Education/Training/Certifications

  • High School Diploma / GED

Additional Requirements

  • Shift Time: Monday through Friday 8 am- 4 pm No Holidays or weekends required.
  • Training will be provided- any graduate medical experience or internships experience preferred.
  • Position is onsite and not remote

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