Program Coordinator - Pulmonary, Critical Care, Sleep & Allergy, College of Medicine

The Program Coordinator will coordinate all education programs, i.e. medical students, fellows, and sponsored programs in the Division of Pulmonary as well as perform administrative duties. Duties Responsibilities: Fellowship Training Program Administration: Coordinates the application interview process: maintains scheduling software, schedules faculty interviewers, trains users how to use program management systems, creates evaluations, and generates score reports. Maintains and updates Human Resource Smartsheets for graduate medical education appointments and regulatory compliance. Coordinates completing and tracking onboarding tasks for new trainees: applications, licensure, contracts, certifications, and modules. Maintains New Innovations trainee program management software: enters didactic schedules, tracks attendance, compiles data and generates reports, maintains BLS and ACLS certification records; compiles data and sends evaluation reports to trainees; creates surveys, organizes data, and sends reports to leadership. Collaborates with and provides guidance to other education program staff to complete projects. Organizes orientation activities. Coordinates graduation dinner ceremony and organizes special events. Schedules and proctors in training exams. Coordinates the scheduling of preceptorships, subspecialties, and educational blocks based on participants, with responsibility for accuracy and completeness of records in accordance with accreditation standards. Works with personnel at other training institutions (hospitals) to develop potential medical education experiences, such as additional rotations for students, to enhance their medical education. Faculty Support: Coordinates semi- annual review trainee meetings with faculty advisors; compiles and distributes faculty evaluations. Assists Directors in completing administrative paperwork for the fellowship program; drafts meeting minutes, memorandums, and letters of recommendation. Drafts and compiles information for the newsletter. Organizes calendars, schedules meetings, and provides general administrative support to the Fellowship Program Director and Associate Program Directors. Completes employment verifications. Fiscal Administration: Assists in monitoring and reconciling fellowship program budgets and financial accounts; prepares periodic financial summaries and expenditure reports to ensure appropriate use of program funds and adherence to institutional and sponsor guidelines. Makes purchases for Directors using T and P cards. Coordinates weekly business meals. Coordinates business travel arrangements. Reconciles purchases in Emburse. Purchases supplies in ibuy. Co-Manages the day-to-day administrative operations of Pulmonary, Critical Care, Sleep, and Allergy alongside fellow support staff. This includes providing cross-coverage as well as support the orientation of new professional staff. Responsible for the development and implementation of special projects as determined by the Director of Administrative Operations and the Division Chief.