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Job Opportunity: Fellowship Coordinator:Rice UniversityJob description:Fellowship CoordinatorBookmark this Posting | Print Preview | Apply for this JobPlease see Special Instructions for more details.» Please ensure your full range of knowledge, expertise, abilities, practice and education are listed on your application. Do not write 'see resume' on your application when completing the job tasks section.» If you answer the questions at the end of the application, please ensure your application reflects the knowledge, expertise, abilities and practices to support your answers (see job tasks section of previous employment). » Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, expertise, and abilities. » candidates must be currently authorized to work in the United States on a full-time basis. Position DetailsPosition InformationJob Title Fellowship Coordinator Position Number 962342 Vacancy Open to All Candidates Time-Limited No Department Homepage http://www.ecu.edu/cs-dhs/im/endocrinology/ Advertising Department IM-ENDOCRINOLOGY Division ECU Health/BSOM Classification Title 10300 University Program Assoc Competency Level 2 - Journey Working Title Fellowship Coordinator Number of Vacancies 1 Full Time Equivalent (FTE) 1.0 Full Time or Part Time Full Time Recruitment Range $35,589 - $55,986 Anticipated Hiring Range $40,000 - $49,000 income Grade Equivalency GN07 Work Schedule M-F Work Hours 8-5 Position Location (City) Greenville Job Category Staff - Professional Organizational Unit Overview Located in Greenville, NC, Internal Medicine is a department within the Division of Heath Sciences and Brody School of Medicine at East Carolina University. The Department of Internal Medicine is comprised of ten divisions with over 85 full time faculty and 150 support staff members. Each of the divisions has its own specialty clinic. Internal Medicine is home to seven fellowships and two residency programs. In recent years collaboration and funding have come from many national recognized organizations such as the National Institutes of Health, Health Resources and Service Administration, American Heart Association, NC Department of Human Health and Human Service. More locally, we have partnered with ECU Health Foundation , Kate B. Reynolds Charitable Trust , North Carolina Biotechnology Center , and the Pitt County Health Department . Additionally, Internal Medicine participates in many pharmaceutical sponsored clinical trials We collaborate with Department of Pediatrics , the Department of Surgery , and the Department of Cardiovascular Sciences within the Brody School of Medicine . The Department of Internal Medicine has a close affiliation with ECU Health Medical Center and serves a diverse population in eastern North Carolina. The Division of Endocrinology provides many training programs for both diabetes patients and future endocrinologists. A Self-Management Patient Education Program recognized by the American Diabetes Association is available as well as training and education for insulin pumps and other health-related issues for people with diabetes. The Division of Endocrinology at ECU has an accredited two-year clinical training program for those seeking subspecialty training within Endocrinology, Diabetes, and Metabolism. The Endocrinology Fellowship Program consists of 6 months of inpatient consultations (4 months in the first year and 2 months in the second year). A minimum of ten months protected time for research is provided in the second year. Continuity clinic occurs on four half days per week for first year fellows and two half days per week for second year fellows. Thyroid ultrasound and biopsy procedure clinic is held one half day per week for each fellow. Fellows do not have clinics during inpatient rotation weeks. Subspecialty clinics in pediatric and reproductive endocrinology are held weekly for three months each in the second year. Ample educational opportunities are offered through weekly clinical case conferences and lectures, journal club and research conferences, and everyday rounds. The endocrinology, diabetes and metabolism section offer numerous opportunities in clinical and translational research, particularly through the ECU Metabolic Institute, which was established in 2004 to research the potential causes and cures for diabetes, and includes numerous NIH-funded investigators. The Endocrinology Fellowship Program encompasses the ACGME competency requirements which include the following: patient care, medical knowledge, interpersonal and communication expertise, professionalism, practice-located learning and improvement, and system-located practice To better prepare physicians to care for the growing and complex diabetic patient population, the Brody School of Medicine of East Carolina University (BSOM) and ECU Health Medical Center, in conjunction with the ECU Diabetes and Obesity Institute (ECDOI) began a one-year clinical diabetes fellowship for primary care physicians in 2004. Our program is one of only two diabetes fellowships in the U.S, although they are very common in other countries. The ECU Health Medical Center office of Graduate Medical Education sponsors the program and pays the income and benefits of the fellows. ECU Health Medical Center currently sponsors 40 programs with over 400 physician trainees each year. Diabetes Fellows intensively study management of all types of diabetes patients and all ages including children and pregnant women with diabetes as well as lipids, obesity, and nutrition for one year as a PGY-4 resident. The BSOM adult and pediatric endocrinologists and the maternal fetal medicine OB physicians provide state of the art preceptorship in both the BSOM Clinics and the inpatient setting at ECU Health Medical Center. Over the academic year, fellows are required to spend a minimum of eight weeks on our busy inpatient consultation service. On the consult team, the diabetes fellows work alongside the endocrine fellows and residents under the supervision of one of our seven endocrinology faculty. The fellowship includes additional training in nutrition, obesity, pediatric diabetes, diabetic foot and wound care, inpatient diabetes management, gestational diabetes and high-risk pregnancy, type 1 diabetes, insulin pumps, bariatric and geriatric diabetes. Concentration in these areas will depend on the interest of the fellow and the availcapability and interest of the expert supervising faculty. Didactics include the weekly diabetes lecture series, endocrinology grand rounds, journal clubs and many other conferences. Diabetes fellows are expected to make two formal presentations for endocrinology grand rounds and present journal clubs on recent diabetes articles. Fellows are also encouraged to submit interesting cases, or QI/research projects to the BSOM and GME research day programs held in the spring Job tasks Provides administrative coordination of both the Endocrinology fellowship program and Diabetology fellowship program, which are maintained separately but are functionally integrated. Maintains confidential fellow files to include but not limited to: application, NC license, completed evaluations of fellow, conference attendance, procedure logs, duty hour logs, specialty board in-service training exam scores, scholarly activity, and other related documentation. Initiates actions that improve the efficiency of work, reduce costs, and/or improve the quality of the programs. Under the direction of the Program Directors, manages and coordinates the everyday operations for the fellowship programs. Assists Program Directors in strategic planning and development of program goals and objectives. Advises Program Directors and assists in decision-making on matters of program concern. Acts on behalf of the program to keep fellows, faculty, and staff updated on policies and procedures significant to the fellowship programs. Acts as mediator to help clarify issues between fellows, faculty, and staff. Notifies GME Office of annual fellow reappointment, demonstrating prosperous completion of current year of training. Ensures completion of Fellow Reappointment Applications and required computer-located training modules by the fellows. Assists GME Office with obtaining signatures for each fellow's Memorandum of knowledge (annual contract). Notifies GME Office of graduating fellows' completion of training. Prepares and monitors the division budget as Information technology relates to the fellowship programs. Trains fellows and faculty in the use of the institution's web-located management system (currently MedHub). Maintains the program-specific websites, either updating personally or working with Information technology personnel to ensure user-friendliness and provide current information. Coordinates fellow conference travel. Completes appropriate paperwork within BSOM to initiate travel, processes travel expense reimbursement for the fellow after travel, and requests disbursement of fellow travel funds from the GME Office. Coordinates with other residency/fellowship Program Coordinators, both at the institution level and specialty-specific national level to explore best practices in program coordination and program improvement. Tracks fellow vacation/sick/professional leave time to ensure each fellow meets requirements to sit for specialty boards, maintains compliance with the annual Memorandum of knowledge, and meets program requirements for graduation. Works with Payroll on a bi-weekly basis to ensure timely processing of fellow payroll. Alerts GME Manager of any illness of the programs' fellows and aids in completion of Leave of Absence and/or FMLA forms in the time allotted. Maintains program membership in specialty education organizations including but not limited to the Endocrine Society Center for Learning / Fellowship Training Series and the Association of Program Directors in Endocrinology and Metabolism (APDEM). Prepares fellow information for processing of annual specialty in-service training exam and specialty board testing. supervises administration of the annual specialty in-service training exam. Aids in planning events for the programs including but not limited to welcome parties, applicant meals, program retreats, and graduation festivities. Coordinates faculty postgraduate Continuing Medical Education (CME) activities sponsored by the division, including weekly Grand Rounds. Works with the institution's CME office to ensure complete and accurate report completion. Maintains divisional fellow library and orders educational materials as necessary, in coordination with the Program Directors. Maintains calendars for the Program Directors. Schedules semi-annual and year-end review meetings between each fellow and the respective Program Director. Prepares review packet for each fellow for each review meeting. Maintains familiarity with the GME Office website, the programs' fellow manual containing current GME policies, and the location of various needed documents online. Maintains faculty and fellow inpatient call schedules on the institution's web-located platform (currently WebOnCall). Monitors and facilitates accreditation activities of the Endocrinology and Diabetology fellowship programs. Reviews ACGME Common and Specialty Requirements for the programs from the ACGME website on an annual basis; evaluates training programs to assess compliance with ACGME requirements, identifies deficiencies in compliance and notifies the Program Director(s), makes recommendations to facilitate/improve program compliance, aids in execution of changes as warranted. Aids in planning for ACGME site visits, including assembly of required materials, review of the Program Information Form (PIF) by the Designated Institutional Official (DIO) / Associate Dean of GME at least 3-4 weeks in advance of the due date, and logistical coordination of the site visit. Keeps the ACGME WebADS (Accreditation Data System) current and aids the Program Director(s) in completing the required annual updates within the established timeframe. Organizes the programs' Internal Reviews between ACGME Site Visits, at the direction of the GME Office. Gathers all data requested by the Internal Review Sub Committee, assists Program Director(s) in data collection and completion of the Program Information Form (PIF), and participates in the Internal Review. Works with the Program Directors to create/update Goals and Objectives for each rotation. Initiates annual affiliation agreements with participating sites by submitting Request for Resident/Fellow Away Rotation forms to the GME Office. Provides rotation sites, managers, site information, schedule, rotation goals and objectives, and any other needed information to off-site rotation directors and administrative staff. Aids in contract completion. Collects and compiles data needed to fulfill requirements of the ACGME, the programs' specialty boards, and other licensing and credentialing bodies. Updates the programs' Association of American Medical Colleges (AAMC) FRIEDA Survey on an annual basis within the required timeframe. Works with the Program Directors to ensure that the programs' fellows are completing required documentation of duty hours and procedure logs using the institution's web-located management system (MedHub). Assist Program Directors with providing annual duty hours reports to the GMEC. Coordinates recruitment, onboarding, and orientation of new fellows. Manages broad initial contacts via email, telephone, and written correspondence with candidates; this may include post-interview thank you letters and post-interview surveys. supervises and provides input for the creation, design, publication, and dissemination of all program recruitment materials to interested candidates meeting ACGME and/or program requirements. Manages the programs' Electronic Residency/Fellowship Application Service (ERAS) account, including download of yearly mailbox. Gathers and maintains materials used by faculty members during applicant interviews. Gathers and reviews Fellow Applicant Data Forms and ERAS application materials of fellowship program candidates, schedules and coordinates applicant interviews, establishes and maintains data files for use in preparation of the rank list for the National Residency/Fellowship Matching Program (NRMP), coordinates and participates in the annual applicant ranking meetings, and enters Rank Lists for Program Director sign-off. Coordinates schedules for Match Week and possible Scramble within the programs. Works with GME Office staff to upload matched candidates from ERAS into the institution's web-located management program (MedHub). Provides GME staff with matched candidates completed Resident/Fellow Applicant Data Form and ERAS application immediately after Match to begin the onboarding process. Assists GME Office with acquiring appropriate visa status of international residents/fellows meeting USCIS regulations, works with ECFMG's Training Program Liaison (GME Manager) to ensure timely completion of paperwork. Establishes and participates in BSOM Program Orientation of new fellows. Updates fellowship programs' manual of policies, curricula, goals and objectives, etc., in cooperation with the Program Directors. Assembles fellows' provider information, schedule, and clinic templates for entry into the EHR. Works with GME Office staff to ensure that all new fellows complete the New Resident/Fellow Checklist materials, complete the mandatory hospital health requirements, and attend the GME and BSOM orientation sessions. Assists with fellows' educational scheduling and evaluation processes. Coordinates with Program Directors, Associate Program Directors, and others to create, maintain, and distribute rotation schedules, vacation/leave schedules, call schedules, clinic preceptor schedules, and didactic conference schedules. Monitors schedules for changes and acts accordingly; alerts Program Directors and appropriate faculty and staff of changes. Uses the institution's web-located management program (MedHub) to develop, maintain, and distribute electronic evaluation forms, including evaluation of each fellow by faculty, evaluation of each faculty member by fellow, and evaluation of the program by faculty and fellows. Prepares summary documents for the Program Directors in preparation for each fellows' semi-annual and year-end reviews. Reviews and updates all evaluation forms annually, in partnership with the Program Directors. Coordinates the semi-annual and year-end meetings of the Clinical Competency Committees (CCC) for each program. Participates in and takes minutes for each CCC meeting. Coordinates the Annual Program Evaluation (APE) meetings. Gathers materials needed by the Program Evaluation Committees (PEC) for evaluation of the programs. Participates in and takes minutes for each APE meeting. Coordinates fellow advancement in training, graduation, and alumni outreach. Processes letters of recommendation and credentialing verification forms for current fellows and past graduates. Prepares correspondence relative to fellowship program, ACGME Core Competencies, and educational issues. Notifies GME Office and Specialty Board of those fellows meeting requirements for completion of training. Aids in planning annual graduation festivities, including scheduling, invitations, food, entertainments, printing of graduation certificates, and purchase of graduation gifts from the division. Ensures each graduating fellow has a final evaluation meeting ACGME requirements in their educational file. Maintains contact with and organizes correspondence to/from former fellows, and keeps/updates alumni files. Represents East Carolina University and the fellowship programs at the local, regional, and national levels. Participates in local, regional, and/or national peer groups. Researches local and national trends in fellowship education, recruitment, and program coordination. Actively pursues educational opportunities to foster growth of coordination, leadership abilities, and mentoring expertise. Attends annual meetings of specialties and/or the ACGME Annual Educational Conference, as deemed appropriate by the Program Directors, to expand knowledge of GME and ACGME policies, procedures, and requirements. Supervise Administrative Support Associate. Conduct annual evaluations of Administrative Support Associate and provide guidance about potential improvements The ECU Brody School of Medicine is affiliated with Vidant Medical Center. Vidant Medical Center is the flagship hospital for Vidant Health and serves as the teaching hospital for the Brody School of Medicine at East Carolina University. Minimum Education/practice Bachelor's degree; or equivalent combination of training and practice. All degrees must be received from appropriately accredited institutions. License or Certification required by statute or regulation None Preferred practice, expertise, Training/Education License or Certification required by the Department None Special Instructions to Applicant » Please ensure your full range of knowledge, expertise, abilities, practice and education are listed on your application. Do not write ?see resume' on your application when completing the job tasks section. » If you answer the questions at the end of the application, please ensure your application reflects the knowledge, expertise, abilities and practices to support your answers (see job tasks section of previous employment). » Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, expertise, and abilities. » candidates must be currently authorized to work in the United States on a full-time basis. Job Open Date 04/30/2024 Job Close Date - Positions will be posted until 11:59 p.m. EST on this date; If no closing date is indicated, the position will be posted until filled and may close at any time after the recruitment has been completed. 05/07/2024 Open Until Filled No Quick Link for Direct Access to Posting https://ecu.peopleadmin.com/postings/70902 Alternate option If no candidates apply who meet the required competency level and training & practice requirements, then management may consider other candidates. income would be determined located on competencies, equity, budget, and market considerations. AA/EOE East Carolina University is an equal opportunity and affirmative action employer and seeks to create an environment that fosters the recruitment and retention of a more diverse student body, faculty, staff and administration. We encourage qualified candidates from women, minorities, veterans, individuals with a discapability, and historically underrepresented groups. All qualified candidates will receive consideration for employment without regard to their race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, discapability, political affiliation, or veteran status. Individuals requesting accommodation under the Americans with Disabilities Act Amendments Act (ADAAA) should contact the Department of Human Resources at (252) 737-1018 (Voice/TTY) or E-Mail: ADA-Coordinator@ecu.edu. Eligibility for Employment Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. ECU participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. If highest degree earned is from an institution outside of the U.S. and its territories, final candidates are required to have their degree validated as equivalent to the degree conferred by a regionally accredited college or university in the U.S. Office of Human Resources Contact Information If you practice any problems accessing the system or have questions about the application process, Contact Us by the Office of Human Resources at (252) 328-9847 or toll free at 1-866-489-1740 or send an email to employment@ecu.edu. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST. Supplemental QuestionsRequired fields are indicated with an asterisk (*).» * Please indicate where you learned about this job vacancy. » Chronicle of Higher Education » CareerBuilder » Greenville everyday Reflector » Raleigh News & Observer » InsightIntoDiversity.com » HigherEdJobs.com » InsideHigherEd.com » Monster.com » Indeed » ECU Website » Other » * Will you now or in the future require visa sponsorship for employment? » Yes » No Documents Needed To ApplyRequired DocumentsOptional Documents» Curriculum Vitae/Resume » Cover Letter » List of References Skills:
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