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Administrative Coordinator for Cardiology Fellowship

2 months ago

Brooklyn, New York, United States ATD Technology LLC Full time
Job Overview

Objective:

This position, under the guidance of the Assistant/Administrative Director of Medicine and direct oversight from the Director of the Cardiology Division, focuses on the comprehensive administration of the Cardiology Fellowship Program while providing essential support to the Division of Cardiology. The role demands a high level of independent initiative and sound judgment as the necessary skills are developed.

Key Responsibilities:

Fellowship Program Administration:

  1. Oversee the effective operation of the Fellowship program in partnership with the Program Director and Division leadership.
  2. Manage all schedules related to the Division and Fellowship, ensuring timely updates on AMION.
  3. Facilitate the completion of essential documentation (contracts, visas, credentialing, etc.) for each Fellow prior to the commencement of the academic year.
  4. Monitor and evaluate Fellow performance, managing electronic surveys and data entry into the database.
  5. Coordinate necessary inspections, prepare required documentation, maintain the Fellowship manual, and actively participate in inspections.
  6. Screen Fellowship candidates through ERAS based on established criteria, organize interviews, and prepare relevant files.
  7. Compile and submit the rank order list for the NRMP fellowship match.
  8. Process documentation for selected Fellows, ensuring accuracy, generating contracts, and confirming all contracts are duly signed.
  9. Maintain Fellows' records in compliance with regulatory standards, ensuring security and long-term preservation.
  10. Oversee Fellows' time management, leave requests, and reimbursement processes for conference participation.
  11. Provide essential information regarding Fellows' rotations at external institutions and collect evaluations from those institutions.
  12. Engage in Clinical Competency Committee Meetings, Program Evaluation Meetings, and other pertinent committees. Attendance at annual Fellowship Coordinator conferences is encouraged.

Division Coordination:

  1. Ensure the seamless operation of the Cardiology service, acting as the office manager for the Cardiology team, including nursing and administrative personnel.
  2. Collaborate with the Head Nurse to procure patient care supplies and manage follow-up activities.
  3. Work with the Division Director and Service Line Managers in the annual budgeting process for new needs.
  4. Generate on-call and consult schedules for physicians and Fellows.
  5. Manage calendars for all Attendings and Fellows efficiently.
  6. Perform general administrative duties, including typing, filing, answering calls, and scheduling appointments.
  7. Oversee time and leave management for Attendings, tracking usage and handling time-off requests and CME reimbursements.
  8. Maintain current credentialing and personnel files for Attendings, including licenses, DEA documentation, and proof of required training.

Procurement Responsibilities:

  1. Manage purchasing tasks for the Cardiology and Medicine office.

Essential Skills and Qualifications:

  • Detail-oriented with exceptional organizational and interpersonal abilities.
  • Strong communication skills with the capacity to draft correspondence independently.
  • Able to work autonomously as well as collaboratively within a team.
  • Competent in handling sensitive information with discretion.
  • Proactive mindset with robust planning and follow-up capabilities.
  • Proficient in computer applications, including Microsoft Word, Excel, and PowerPoint, with the ability to adapt to new regulatory requirements.

Experience Requirements:

  • A minimum of 3-5 years of experience in office administration, ideally within a healthcare or educational environment.

ATD Technology, LLC is a certified minority woman-owned business dedicated to creating opportunities that align qualified individuals with client programs while achieving financial and technical objectives for all parties involved. ATD offers comprehensive staffing solutions, including Contract, Permanent, and Temp-to-Perm placements, serving Fortune 1000, mid-cap, and small-cap organizations across Commercial, Public, and Government sectors.