Program Coordinator, Education - Cancer Medicine Fellowship Program
- Requisition #: 171568
- Department: Cancer Med - Fellowship Prog
- Location: Houston, TX
- Posted Date: 11/14/2024
The University of Texas MD Anderson Cancer Center in Houston is one of the world's most respected centers focused on cancer patient care, research, education, and prevention. It was named the nation's No. 1 hospital for cancer care in U.S. News & World Report's 2022-2023 rankings. It is one of the nation's original three comprehensive cancer centers designated by the National Cancer Institute.
The ideal candidate will be available to work onsite two to three days per week.
KEY FUNCTIONS
Program Administration
· Actively participates in program committee meetings, contributing to strategic discussions and decision-making.
· Participates in the creation of ACGME accreditation documents.
· Works with Associate Director preparing for, and executing, ACMGE site visits.
· Take charge of portfolio reviews and scholarly activity submissions, ensuring meticulous evaluation and documentation of academic achievements within the division.
· Assists in the management of Clinical Competency Committee supporting documentation.
· Assists in the generation of block schedule for Fellows and Division faculty.
· Oversees and proctors annual national in-training exams (ASCO/ASH).
· Serve as a key point of contact for fellows, facilitating effective communication between trainees and program leadership.
· Assist Associate Director with development of policies, procedures and tools which impact educational programs.
· Support the Associate Director in completing and certifying effort cards for fellow research projects, ensuring accurate and timely reporting in alignment with institutional requirements.
· Facilitate the submission of the annual report to ABIM (American Board of Internal Medicine) and milestones to ACGME (Accreditation Council for Graduate Medical Education), ensuring adherence to regulatory requirements and maintaining program accreditation standards.
Personnel Management
· Train and cross-train department personnel on the operation of trainee programs, ensuring a well-informed and capable team.
· Maintain up-to-date knowledge of state medical licensure requirements and processes, ensuring compliance within the department.
· Implement and maintain a precise duty hour tracking system, analyzing data for compliance, generating regular reports for internal review, and facilitating transparent communication with stakeholders.
· Maintain organized archived files and verify alumni training, ensuring accurate and accessible records.
· Ensure Fellow compliance with all required vaccinations and trainings, including BLS, ACLS and HIPAA, fostering a culture of safety and adherence.
· Responsible for Fellows' electronic medical record training at MD Anderson and offsite affiliates, ensuring proficiency and compliance.
· Track and ensure compliance with all mandatory training and certifications required by the UT System, the institution, GME Office, Division, and other relevant entities. Maintain detailed records to demonstrate adherence to regulatory and institutional standards.
· Review and approve leave requests for Fellows, skillfully balancing operational needs with individual well-being. Ensure compliance with institutional policies and meticulously document proper clinical coverage to guarantee seamless continuity in patient care.
Planning/Reporting Functions
· Oversees incoming flow of trainee appointment requests, works with faculty to create schedules for incoming trainees.
· Manages Fellows' vacation/request for time off.
· Oversees of paper electronic trainee files to allow for review of current and former trainees, documentation for training program accreditation, etc.
Fellowship Recruitment
· Collaborates with program directors to review fellowship applications, ensuring comprehensive evaluation and compliance with program requirements.
· Assists with managing the Electronic Residency Application Service (ERAS) for fellowship recruitment, handling application processing and addressing technical issues.
· Assists with coordinating logistics for fellowship interviews, from scheduling to venue coordination, contributing to a positive candidate experience.
· Actively engage in the interview day process, contributing valuable insights and assessments to the selection of potential candidates for the program.
Compliance Management
· Implements a systematic approach to track fellow compliance, covering administrative tasks, completion of required rotations, submission of scholarly activity, timely CV submissions for semi-annual reviews, completion of evaluations, and adherence to duty hour regulations.
· Conduct regular audits of the fellow database to identify areas of non-compliance and initiate corrective actions. Generate comprehensive reports for program evaluation and continuous improvement.
· Collaborate with program directors, coordinators, and relevant stakeholders to address compliance issues promptly and implement effective solutions.
Education Contracts Management
· Responsible for the seamless coordination and oversight of education contracts, ensuring a smooth onboarding process for outside residents, fellows, and medical students. This includes collaboration with program coordinators, directors, and faculty to establish and maintain essential components of the educational experience.
· Collaborate closely with the Office of Academic and Visa Administration (AVA), program directors, and affiliated schools/programs to facilitate the timely execution and maintenance of education contracts. Ensure accuracy and adherence to institutional standards.
· Provide regular updates to program directors and managers regarding pending contract termination and renewal, fostering transparent communication to support program planning and continuity.
· Implement a robust tracking system for resident and student rotations, meticulously ensuring contractual compliance. This includes proactive measures to address any deviations or challenges that may arise during the educational programs.
· Navigate the intricate processes associated with education contracts and grant agreements. This involves ushering proposals through various offices, including Legal, Office of Sponsored Programs, Development, Academic & Visa Administration, to ensure comprehensive support for educational initiatives.
Visiting Learners/Students/Resident/Trainees
· Oversee appointment activities within the division for a wide range of learners, including Heidelberg students, resident trainees, and elective rotators. Act as the primary point of contact for external rotators seeking opportunities within the Division.
· Manage the relationship with the United Arab Emirates (UAE), including the appointment process for rotators. Serve as a liaison with UAE personnel, ensuring effective communication and coordination.
· Process visas for visiting scientists and clinicians, navigating the intricacies of visa requirements to facilitate smooth visits and collaborations.
· Serve as the lead contact for UT residents and medical students rotating at MD Anderson within the division. Process appointment paperwork, fostering collaboration between MD Anderson and UT to enhance the educational experience for residents.
· Provide comprehensive training and ongoing support to department coordinators within the division, focusing on efficient processing and scheduling of visiting learners. Ensure coordinators are equipped with the necessary tools and knowledge to manage the intricacies of learner appointments, fostering a cohesive and well-coordinated educational experience.
Other duties as assigned.
EDUCATION
Required: Bachelor's degree in related field.
EXPERIENCE
Required: Five years of related professional experience. May substitute education for additional years of experience on a one-to-one basis.
Preferred: A minimum of three years direct GME experience in an ACGME accredited program.
It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html
Additional Information
#LI-Hybrid
The ideal candidate will be available to work onsite two to three days per week.
KEY FUNCTIONS
Program Administration
· Actively participates in program committee meetings, contributing to strategic discussions and decision-making.
· Participates in the creation of ACGME accreditation documents.
· Works with Associate Director preparing for, and executing, ACMGE site visits.
· Take charge of portfolio reviews and scholarly activity submissions, ensuring meticulous evaluation and documentation of academic achievements within the division.
· Assists in the management of Clinical Competency Committee supporting documentation.
· Assists in the generation of block schedule for Fellows and Division faculty.
· Oversees and proctors annual national in-training exams (ASCO/ASH).
· Serve as a key point of contact for fellows, facilitating effective communication between trainees and program leadership.
· Assist Associate Director with development of policies, procedures and tools which impact educational programs.
· Support the Associate Director in completing and certifying effort cards for fellow research projects, ensuring accurate and timely reporting in alignment with institutional requirements.
· Facilitate the submission of the annual report to ABIM (American Board of Internal Medicine) and milestones to ACGME (Accreditation Council for Graduate Medical Education), ensuring adherence to regulatory requirements and maintaining program accreditation standards.
Personnel Management
· Train and cross-train department personnel on the operation of trainee programs, ensuring a well-informed and capable team.
· Maintain up-to-date knowledge of state medical licensure requirements and processes, ensuring compliance within the department.
· Implement and maintain a precise duty hour tracking system, analyzing data for compliance, generating regular reports for internal review, and facilitating transparent communication with stakeholders.
· Maintain organized archived files and verify alumni training, ensuring accurate and accessible records.
· Ensure Fellow compliance with all required vaccinations and trainings, including BLS, ACLS and HIPAA, fostering a culture of safety and adherence.
· Responsible for Fellows' electronic medical record training at MD Anderson and offsite affiliates, ensuring proficiency and compliance.
· Track and ensure compliance with all mandatory training and certifications required by the UT System, the institution, GME Office, Division, and other relevant entities. Maintain detailed records to demonstrate adherence to regulatory and institutional standards.
· Review and approve leave requests for Fellows, skillfully balancing operational needs with individual well-being. Ensure compliance with institutional policies and meticulously document proper clinical coverage to guarantee seamless continuity in patient care.
Planning/Reporting Functions
· Oversees incoming flow of trainee appointment requests, works with faculty to create schedules for incoming trainees.
· Manages Fellows' vacation/request for time off.
· Oversees of paper electronic trainee files to allow for review of current and former trainees, documentation for training program accreditation, etc.
Fellowship Recruitment
· Collaborates with program directors to review fellowship applications, ensuring comprehensive evaluation and compliance with program requirements.
· Assists with managing the Electronic Residency Application Service (ERAS) for fellowship recruitment, handling application processing and addressing technical issues.
· Assists with coordinating logistics for fellowship interviews, from scheduling to venue coordination, contributing to a positive candidate experience.
· Actively engage in the interview day process, contributing valuable insights and assessments to the selection of potential candidates for the program.
Compliance Management
· Implements a systematic approach to track fellow compliance, covering administrative tasks, completion of required rotations, submission of scholarly activity, timely CV submissions for semi-annual reviews, completion of evaluations, and adherence to duty hour regulations.
· Conduct regular audits of the fellow database to identify areas of non-compliance and initiate corrective actions. Generate comprehensive reports for program evaluation and continuous improvement.
· Collaborate with program directors, coordinators, and relevant stakeholders to address compliance issues promptly and implement effective solutions.
Education Contracts Management
· Responsible for the seamless coordination and oversight of education contracts, ensuring a smooth onboarding process for outside residents, fellows, and medical students. This includes collaboration with program coordinators, directors, and faculty to establish and maintain essential components of the educational experience.
· Collaborate closely with the Office of Academic and Visa Administration (AVA), program directors, and affiliated schools/programs to facilitate the timely execution and maintenance of education contracts. Ensure accuracy and adherence to institutional standards.
· Provide regular updates to program directors and managers regarding pending contract termination and renewal, fostering transparent communication to support program planning and continuity.
· Implement a robust tracking system for resident and student rotations, meticulously ensuring contractual compliance. This includes proactive measures to address any deviations or challenges that may arise during the educational programs.
· Navigate the intricate processes associated with education contracts and grant agreements. This involves ushering proposals through various offices, including Legal, Office of Sponsored Programs, Development, Academic & Visa Administration, to ensure comprehensive support for educational initiatives.
Visiting Learners/Students/Resident/Trainees
· Oversee appointment activities within the division for a wide range of learners, including Heidelberg students, resident trainees, and elective rotators. Act as the primary point of contact for external rotators seeking opportunities within the Division.
· Manage the relationship with the United Arab Emirates (UAE), including the appointment process for rotators. Serve as a liaison with UAE personnel, ensuring effective communication and coordination.
· Process visas for visiting scientists and clinicians, navigating the intricacies of visa requirements to facilitate smooth visits and collaborations.
· Serve as the lead contact for UT residents and medical students rotating at MD Anderson within the division. Process appointment paperwork, fostering collaboration between MD Anderson and UT to enhance the educational experience for residents.
· Provide comprehensive training and ongoing support to department coordinators within the division, focusing on efficient processing and scheduling of visiting learners. Ensure coordinators are equipped with the necessary tools and knowledge to manage the intricacies of learner appointments, fostering a cohesive and well-coordinated educational experience.
Other duties as assigned.
EDUCATION
Required: Bachelor's degree in related field.
EXPERIENCE
Required: Five years of related professional experience. May substitute education for additional years of experience on a one-to-one basis.
Preferred: A minimum of three years direct GME experience in an ACGME accredited program.
It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html
Additional Information
- Requisition ID: 171568
- Employment Status: Full-Time
- Employee Status: Regular
- Work Week: Days
- Minimum Salary: US Dollar (USD) 75,000
- Midpoint Salary: US Dollar (USD) 94,000
- Maximum Salary : US Dollar (USD) 113,000
- FLSA: exempt and not eligible for overtime pay
- Fund Type: Hard
- Work Location: Hybrid Onsite/Remote
- Pivotal Position: Yes
- Referral Bonus Available?: No
- Relocation Assistance Available?: Yes
- Science Jobs: No
#LI-Hybrid
