Pediatic Hememotology/Oncology Fellow Coordinator
The Peds, Hematology and Oncology Fellowship Coordinator is responsible for managing and coordinating the day-to-day academic, operational and financial activities for the Division of Pediatric Hematology Oncology.
1. Prepares and facilitates requirements of first, second and third year fellows in Pediatric Hematology/Oncology.
2. Work with ERAS system (Electronic Residency/Application System) for processing applications. Screen fellow applications, arrange and coordinate interviews with the interview committee.
3. Prepares credentialing for all Fellows in the department.
4. Coordinate the appointment process, maintaining a system for ensuring that new incoming fellows have submitted all necessary documents for credentialing and payroll to the HMH in time for their start dates.
5. Prepare orientation packets for new residents and assist the Program Director to ensure that all residents are aware of the documentation requirements of the School, Hospitals, and ACGME.
6. Provide administrative support services to the Program Director to facilitate the efficient operation of the Medical Education office.
7. Ensures that all support functions for the Program Director are completed on a daily basis.
8. Plans and coordinates interrelated activities effectively and efficiently according to schedule.
9. Prepares and updates the academic calendar for the program.
10. Assists faculty in preparing letters of recommendation for current and past program participants.
11. Ensure effective communications with Housestaff Offices, staff members involved with fellow education, and fellows. Screens, monitors and disseminates communication, including mail, phone, and other inquiries both internally and externally.
12. Develops and oversees phone and pager systems to ensure efficient and timely management of communications among the house staff and attending.
13. Maintains a supportive environment conducive to learning and growth.
14. Makes requests to, and interacts with other departments within the HUMC Seton School of Medicine, HMH and other related hospitals.
15. Allows the other department sufficient time to reply; in turn, responds quickly in order to ensure efficient coordination of activities. Prepares all materials in an appropriate and efficient manner through the efficient utilization of computer, further develops computer skills.
16. Sets up and maintains documentation and complex records for the program. Maintains records in an organized and up-to-date manner; utilizes a filing system, which allows for a prompt retrieval of all information.
17. Completes filing accurately and promptly. Maintains information for the Medical Education Office in accordance with policy. Uses appropriate systems to maintain this data where applicable. Learn and work with the New Innovations application for collecting and recording required residency data.
18. Manage the faculty annual evaluation of the residency program and their evaluation by the residents. Review, update and revise questions on forms used for faculty to evaluate residents and the residency program to remain in compliance with the ACGME guidelines.
19. Attends monthly institutional residency program meetings as directed to stay informed of institutional requirements for assisting in the administration of residency training programs.
20. Office tasks, such as filing, maintenance of essential office equipment, screening and routing phone calls, shipping documents and clinical specimens, and reordering supplies.
21. Maintain department calendar, as well and manager and staff personal calendars. Coordinate patient visits for multiple services with administrative meetings and appointments.
22. Real time scheduling support by booking meetings and appointments and preventing conflicts. Ensure physical meeting space is booked and assist with meeting set up, sign in sheets, and recording minutes.
23. Prepare communications, takes dictation and prepare memos, emails, invoices, reports and other internal and external correspondence.
24. Create and maintain filing systems; organize both digital and physical files and documents by creating organized systems, oversee archiving procedures.
25. Maintain confidentiality; handles sensitive information in a confidential manner, including patient information, protocols, contracts, and budgets.
26. Ensure effective communication with multiple departments within the HMH network, as well as external customers, study sponsors, CROs, and labs.
27. Maintain program statistics by managing database to track program milestones, staff workload, research studies opened and closed, and number of patients enrolled in research studies.
28. Other duties and/or projects as assigned.
29. Adheres to HMH Organizational competencies and standards of behavior.
Knowledge, Education and Skills Required:
1. Bachelor’s degree.
2. Minimum of 3 years of office administration experience, preferably in a healthcare and/or Excellent organizational and time management skills.
3. Strong initiative and the ability to complete projects.
4. Excellent communication skills.
5. Proficient in Microsoft Word, Microsoft Word, Microsoft Excel, PowerPoint.
Knowledge, Education and Skills Preferred:
1. Master’s degree.
2. Experience in database software.
3. Familiarity with EPIC.
As a courtesy to assist you in your job search, we would like to send your resume to other areas of our Hackensack Meridian Health network who may have current openings that fit your skills and experience.