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Education Coordinator

University of Chicago

University of Chicago

Administration
Chicago, IL, USA
Posted on Thursday, February 8, 2024

Department

BSD MED - Rheumatology - Ko Research Staff


About the Department

The Section of Rheumatology at University of Chicago Medicine is a dynamic and growing enterprise of faculty, staff, and fellows who are committed to providing outstanding state-of-the-art patient care, understanding the pathogenesis of autoimmune diseases, and training the next generation of physicians and scientists. Through our disease-focused clinics we offer an inter-disciplinarily approach to patient care that provides access to the most current therapies and to the resources of the University. In parallel with our clinical activities, we have well-developed basic science research programs where our primary focus is on understanding the development and regulation of lymphocytes which is fundamental to the pathogenesis of most autoimmune diseases. These are exciting times in Rheumatology. Remarkable advances in our knowledge of basic immunology are beginning to translate into new and better treatments for those suffering from autoimmune and metabolic diseases. The Section is well poised to both take advantage and contribute to these revolutions in the understanding and treatment of rheumatic diseases.


Job Summary

The Education Coordinator works closely with the Rheumatology fellowship program director, and is responsible for understanding ERAS application system, coordinating recruitment activities, maintaining compliance with program policies, purchasing items as needed for fellowship activities, adhering to fellowship budgets, and assisting in onboarding of fellowship candidates to the Rheumatology program. This position also works closely with the Section Chief and Section Administrator to perform a range of administrative activities for the operation of the Section of Rheumatology.

Responsibilities

  • This position is responsible for collaborating with the Fellowship Program Directors (PD) and GME office to ensure that the programs all meet or exceed accreditation requirements; and assist the section with administrative operations.

  • Ensure ERAs updated for monitoring applications.

  • Update website and prepare recruitment materials.

  • Schedule interviews, coordinating with applicants, faculty interviewers and fellows.

  • Coordinate interview day (meeting rooms, food, individual faculty/fellow/applicant schedules etc.).

  • Coordinate with PD and enters all program specific data for rank list.

  • Track and monitor fellow compliance with UC, GME, and ACGME requirements.

  • Maintain educational files for fellows including (but not limited to) contracts, evaluations, certifications, and educational sessions.

  • Update fellowship data to ensure ACGME compliance at least annually.

  • Regularly reviews accreditation requirements.

  • Coordinate, participate and report results for Rheumatology (Clinical Competency Committee and PEC (Program Evaluation Committee) semi-annual meetings.

  • Coordinate Semi-annual reviews for each fellow with PD.

  • Organize and facilitate exams for fellows.

  • Coordinate and participate in fellow quarterly meetings.

  • Schedule and track clinical assignments for fellows.

  • Track and update Medhub with all educational sessions fellows participated in.

  • Develop, maintain, and monitor all evaluations of and by fellows, faculty, fellowship programs and rotations.

  • Maintain essential documents and coordinate necessary review functions required for continued accreditation.

  • Coordinate with non-UC faculty and staff to schedule meetings, develop fellow clinical, yearly, monthly schedules, and monitor attendance at fellowship educational activities (didactics, research, grand rounds).

  • Support PD in scheduling, preparing for and documenting division activities (i.e. mentor program, QI meetings etc.).

  • Coordinate outside fellow rotations (i.e. HR documentation, EPIC authorization, OCC med appt. etc.) to ensure on time rotation.

  • Purchase needed items for fellowship programs and staff and maintain documentation to ensure compliance with UC policies regarding purchasing.

  • Coordinate all onboarding activities for new fellows between fellows, program directors, UC GME and ACGME.

  • Facilitate fellow completion of all institutional requirements for employment.

  • Coordinate and facilitate graduating fellow dinner, staff/fellow awards, and GME required paperwork for exit.

  • Schedule and facilitate all activities for new fellow orientation (confirm licensure, order pagers, lab coats, business cards, prepare orientation packets, organize orientation meeting and fellow room assignments).

  • Assist Section Chief, Faculty or Administrator with operational and administrative needs as requested.

  • Process and ensure that faculty employment agreements, licensure and work authorization are current and appropriate.

  • Manage and track expenses when coordinating faculty/fellow travel or other special events.

  • Provide Operational support and ideas for the 3 missions of the section: research, clinical, and educational.

  • Work closely with leadership in executing recruitment of new faculty by coordinating online and/or in person interviews and throughout the onboarding process.

  • Prepares reports and summaries, assists in managing daily operation of the office always using considerable discretion, and assist in developing administrative goals and policies.

  • Assist the Section with marketing campaigns, develop education literature, and web designs.

  • Responsible for organizing and managing online and/or in person educational conferences which includes Zoom invites, email reminders to attendings, and other mechanisms.

  • Willing to become a contributing team member of section by coordinating with inside/outside partners, taking initiative and problem solving.

  • Coordinates and interprets requirements of the training program, including accreditation, duty schedules, evaluation process, resident/fellowship recruitment, Match process, orientation and employees relations.

  • Has a moderate/high level of authority in reporting and ensuring compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.

  • Performs other related work as needed.


Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

  • Bachelor's degree.


Experience:

  • Previous experience within an Academic Medical Center environment.

Preferred Competencies

  • Familiarity with general business practices.

  • Commitment to providing a high level of service and working in a team environment.

  • High degree of professionalism.

  • Attention to detail.

  • Ability to handle confidential information with utmost discretion.

  • Excellent interpersonal, verbal, and written communication skills.

  • Ability to handle multiple tasks simultaneously and under tight deadlines.

  • Strong analytical and organizational skills.

  • Familiarity with basic data organization and analysis.

  • Some experience with quality improvement practices.

Application Documents

  • Resume (required)

  • Cover Letter (required)


When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.


Job Family

Healthcare & Medical Services


Role Impact

Individual Contributor


FLSA Status

Exempt


Pay Frequency

Monthly


Scheduled Weekly Hours

37.5


Benefits Eligible

Yes


Drug Test Required

No


Health Screen Required

No


Motor Vehicle Record Inquiry Required

No


Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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