Fellowship Program Coordinator (Program Technician 1)

Department Overview

The Division of Pulmonary, Allergy, Critical Care, and Sleep Medicine provides expert care for patients with lung diseases, and allergic and immunologic disorders in our outpatient clinics, and critically ill patients in our Intensive Care Units. We are committed to innovative research and exceptional education.

The Fellowship Program Coordinators are responsible for operational administration of all fellowship programs within the Division. This includes Pulmonary Critical Care (PCCM), Critical Care Medicine (CCM), Allergy and Clinical Immunology (ACI), Sleep Medicine, and the Interventional Pulmonology fellowship program.

This position works closely with our other Division Fellowship Program Coordinator(s), Program Directors, Associate Program Directors, and PACCSM administrative team, as well as the Office of Graduate Medical Education for all aspects from recruitment to graduation for 21+ Fellows. This person is one of the main technical liaisons for the MedHub educational system, ERAS, and SmartWeb.

Read more about PACCSM at our website here: https://www.ohsu.edu/school-of-medicine/pulmonary-critical-care-medicine

Function/Duties of Position

TECHNICAL COORDINATION & PROGRAM EVALUATION

• Acts as a technical resource for MedHub, SmartWeb, QGenda, Sharepoint, and Kronos.
• This position works closely with GME and program directors to make sure that fellow evaluations and competencies reflect ACGME accreditation standards and are up-to-date in MedHub.
• Provides technical expertise for logging and monitoring of duty hours to fellows and program directors. Trains faculty and fellows in these systems as needed and creates and prepares training and procedural manuals.
• Tracks shift swaps and coverage for parity and tracks holiday & alternative holiday shifts in compliance with HOU contract.
• Creates graduate education websites, developing the technical aspect of each site and managing site content through the recruitment and academic year.
• Creates fellow and faculty electronic newsletters and develops online learning resources.
• Obtains and manages data for yearly AMA/FREIDA System (GME/TRACK) survey, FastTrack and National GME Census.
• Completes annual ACGME reporting (WebADS), semi-annual milestone evaluation reporting, and all other accreditation-related reporting.
• Acts as division point of contact for evaluation process of all fellows, including coordinating evaluations of faculty and rotations. Maintains highest level of confidentiality. Responds to all problems with this process. Maintains confidential fellow portfolios for all fellows, including evaluations, credentialing, scholarly activities, advocacy, awards and professional development.
• Assists Program Directors with interpretation and explanation of policies, procedures and requirements of education to fellows. Provides coaching to Pulmonary, Critical Care, Allergy, and Sleep fellows.
• Serves as a liaison to the OHSU Office of Graduate Medical Education and ACGME regarding Pulmonary, Critical Care, Allergy, and Sleep fellows, compliance with certification standards of the program, and all other requests for credentialing and verification. Monitors compliance of all required certifications for fellow training.
• Designs and develops program related forms and/or participates in program planning, operational or review meetings.
• Conducts review of program operations for compliance with and adherence to standards; identifies operational strengths and weaknesses, problems or areas of noncompliance, and recommends corrective action

RECRUITMENT AND ON-BOARDING

• Coordinates all aspects of fellowship application process, including the applicant NRMP ranking process.
• Maintains ERAS & Thalamus database including training and assisting faculty with software.
• Schedules and coordinates all interviews of candidates and all other details of interview days.
• Interprets and explains policies, procedures and requirements to applicants and faculty.
• Obtains all necessary documents for new appointments for submission to the Office of Graduate Medical Education.
• Coordinates orientation for fellows including computer training, division-specific training and all ACGME-required training.
• Assigns all fellow rotation schedules and distributes to all necessary agencies.
• Create and populate fellows schedule in QGenda.

ONGOING PROGRAM AND EDUCATIONAL COORDINATION

• Assists fellows responsible for conference management with scheduling, sends appointments and reminders to presenters and ensures didactics meet ACGME requirements and program-specific guidelines for educational topics. Assists with setup of conferences as necessary and maintains attendance data.
• Coordinates regular meetings with Fellows and Program Directors. Coordinates Clinical Competency Committee meetings and Program Evaluation Committee meetings, including scheduling, assigning evaluations, preparing materials, taking notes and distributing action items as necessary.
• Manages on-call schedules for rotations. Maintains all schedule changes for monthly call schedule.
• Coordinates with clinical practice managers for clinic schedules.
• Coordinates fellow paperwork for elective rotations and moonlighting.
• Coordinates details for annual Fellow Graduation Reception, including budget, menu, invite list, and awards and commendations.
• Coordinates MICU and Pulmonary Consult rotations for month for visiting internal medicine residents and NSICU, SICU and Anesthesia Critical Care fellows.
• Coordinates Program Letters of Agreement with away sites and provides fellow information as necessary to away site rotation coordinators.
• Facilitates ECMO rotation for all OHSU fellows.
• Assists Program Directors with fellowship-related tasks and projects as requested.
• Coordinate & assist Allergy Clinic with visiting learners and residents

Other duties as assigned, including providing backup for other division administrative team members.

Required Qualifications

• Three years of experience administering or coordinating parts or subsets of a project or program.
• A bachelor’s degree in business administration, Management, Public Administration, or a field directly related to the position will substitute for two years of the required experience.
• Note: preference in hiring may be given in a special area specific to the position opening.

Preferred Qualifications

• Five years of experience administering or coordinating projects or programs especially relating to education and training.
• Three years independent leadership experience in a Graduate Medical Education program.
• Ability to manage multiple education and training programs.
• Fellowship training experience preferred plus ERAS, MedHub, SmartWeb, SharePoint, Drupal and other software programs as needed.
• Intermediate level skills with MS Office (Word, Excel, Outlook, PowerPoint, OneNote, OneDrive, Teams)
• Ability to schedule appointments and handle complex calendaring
• Demonstrated skills with composing, editing, proofing, and copying written materials.
• Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers.
• Excellent grammar, phone demeanor, oral and written communication skills required.
• Ability to prioritize tasks in a fast moving environment to ensure the smooth flow of services and operations; exceptional organizational skills and detail oriented skills
• Must exhibit professional behavior at all times, in person, over the phone and through electronic communications.
• Ability to maintain the highest level of confidentiality and exercise discretion at all times; work independently and function as a team player.

Additional Details

• Typical office environment and/or teleworking. Monday through Friday daytime hours; schedule to be determined with program director and administrative manager, generally starting between 7:30AM and 9AM and ending time between 4:30PM and 6PM. Occasional evenings and weekends may be required for special events. Hybrid position, 1-2 days/week on campus for 0.5 FTE position; option for 100% in person.
• Ability to sit for long periods in an office environment, usually in front of a computer, or conference setting. Ability to travel across OHSU campus between meetings.

Why apply to OHSU?

We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington.

All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact [email protected]