Administrative Coordinator - Fellowship Coordinator for the Divisions of Hematology and Oncology

Job Description

Description

Become part of an inclusive organization with over 40,000 diverse employees, whose mission is to improve the health and well-being of the unique communities we serve.

Summary:
Performs a variety of administrative functions in support of a program or an administrative official in carrying out departmental financial and operating procedures and/or a program's administrative activities.

The Divisions of Hematology and Oncology Fellowship program is part of the Department of Medicine at The University of North Carolina at Chapel Hill. The vision of the program is to train hematology and oncology fellows to be outstanding practitioners in their chosen field of practice or academic medicine. The fellows, who come from a diverse background, participate in clinical activities of hematology and oncology at the main campus of the University of North Carolina in Chapel Hill as well as elective care at the Cancer Center Rex Hospital in Raleigh. The program is designed with an intense clinical year in the first year of training, followed by two years of research intermingled with clinical activities. Many fellows apply and successfully earn positions on research training grants. Research includes paths in outcomes research, basic science, clinical translational research, and educational research. The coordinator, often the first point of contact for the fellows with the rest of the program and faculty, is essential in carrying out the clinical and research missions of the program. The intent of the below job description is to provide representative level of the duties and responsibilities of the coordinator but it is not a complete listing of the responsibilities and it cannot predict the changing environment of graduate medical education. 

Responsibilities:
1. Administers a department or program budget, including participating with management in the development of budgets and establishing fiscal goals and objectives. Monitors a variety of accounts, analyzes budgetary trends, prepares fiscal reports used by management in strategic planning. Advises supervisor on budgetary matters.
2. Develops and/or revises work procedures and methods, including necessary forms design, trains employees in work procedures.
3. May supervise subordinate group of employees in administering program activities to include selection, training, evaluating, counseling and disciplining as delegated.
4. Performs departmental or program purchasing administrative functions to include researching and recommending supplies and equipment to supervisor, expediting purchase orders and requisitions, and approving operational expenditures.
5. Performs space allocation functions to include researching and recommending space reallocation, addition and renovation to supervisor, recommending vendors, and monitoring projects.
6. Serves as a resource for management and employees in the interpretation and application of a variety of policies and procedures. Refines, develops, implements and communicates departmental and health care system policies and procedures to employees. Investigates and resolves matters regarding specific operating problems.
7. Serves as human resources representative by ensuring compliance with HR policies and procedures, and serving as liaison with Human Resource Services for recruitment, retention, classification, compensation, and employee relations issues.

Additional Responsibilities: 

• Plan, coordinate and administer activities within the program
• Comply with ACGME and institutional requirements 
  
• In conjunction with the program director, design and administer the program’s educational curriculum
  
• Organize and update didactic conferences 
• Organize presentations by fellows to the divisions 
• Organize research presentations by fellows to the divisions 
  
• Manage recruitment including interview days and selection of trainees for the match.
• Manage on boarding of new fellows
• For continuous individual and programmatic quality improvement: manage formative and summative evaluation of fellows, assessment of faculty by fellows, and summative program evaluation for the ACGME 
• Register the fellows for their annual in training examinations and see to it that the task of proctor is covered. 
• Participate in institutional GME meetings for coordinators 
• Communication with fellows and divisions about departmental, institutional, and national issues relevant to the program 
• Organize meetings that are relevant to the program for the program director and associate program directors
  

Other Information

Other information:
Education Requirements:
● High School diploma or GED. Bachelors of Science is preferred. 
Licensure/Certification Requirements:
● No licensure or certification required.
Professional Experience Requirements:
● Three (3) years of clerical or administrative experience.
● If Bachelor's degree, one (1) year of clerical or administrative experience.
● If Associate's degree, two (2) years of clerical or administrative experience.
Knowledge/Skills/and Abilities Requirements:

• Strong interpersonal communication skills 
• Strong organizational skills 
• Skill in setting up and scheduling virtual meetings, Excel, PowerPoint, and Microsoft Word 
• Skill in managing multiple web-based platforms 
• Preferably experience in graduate medical education (GME) 
  

Job Details

Legal Employer: STATE

Entity: UNC Faculty Physicians

Organization Unit: SOM Med Hematology 

Work Type: Full Time

Standard Hours Per Week: 40.00

Work Schedule: Day Job

Location of Job: US:NC:Chapel Hill

Exempt From Overtime: Exempt: No