Education Coordinator - Heart Center Fellowship Program

Overview:

The Education Program Coordinator (PC) administers the Nationwide Children’s Hospital (NCH) Pediatric Cardiology fellowship in collaboration with the Program Director (PD), GME Office, faculty, fellows/residents (trainees), and other institutional and regulatory administrative offices. The PC is responsible for performing a wide variety of complex clerical and administrative tasks for the Director of the Department/Division. Works with highly confidential information, and under minimal supervision.

Schedule: FT, Benefits Eligible, M-F

Location: Central Campus (700 Childrens Dr.)

Why Nationwide Children's Hospital?:

The moment you walk through our doors, you feel it. When you meet our patient families, you believe it. And when you talk with anyone who works here, you want to be part of it. Welcome to Nationwide Children’s Hospital, Where Passion Meets Purpose.

Here, Diversity, Equity and Inclusion are integrated into our core values and practices. We are passionate about building, sustaining and evolving an inclusive and equitable environment. We are seeking individuals who live these values and want to share their experiences and efforts in support of our collective mission.

We’re 14,000 strong. And it takes every one of us to improve the lives of the kids we care for, and the kids around the world we’ll never meet. Kids who live healthier, fuller lives because of the knowledge we share. We know it takes a Collaborative Culture to deliver on our promise to provide the very best, innovative care and to foster new discoveries, made possible by the most groundbreaking research. Anywhere.

Ask anyone with a Nationwide Children’s badge what they do for a living. They’ll tell you it’s More Than a Job. It’s a calling. It’s a chance to use and grow your talent to make an impact that truly matters. Because here, we exist simply to help children everywhere.

Nationwide Children’s Hospital. A Place to Be Proud.

Responsibilities:

Collaborate with the PD and GME Office to assure education programs meet or exceed all accreditation requirements

Track compliance with current Accreditation, certifying Board(s), and NCH education requirements.

Maintain documentation required by ACGME, AOA and/or other accreditation, licensure and certification boards, and professional organizations.

Prepare reports/forms required for accreditation, e.g. Annual Program Evaluation, trainee Milestones, and Web ADS. Collect and collate information from multiple sources.

Schedule and track findings of Clinical Competency and Program Evaluation Committees.

Manage accreditation site visits and program reviews.

Maintain ongoing communications with GME Office regarding accreditation requirements for assigned trainees and programs.

Update program-specific policies at least every 3 years or more often as needed

Import, manage and update program trainee’s demographics, duty hours, call schedules, conferences and any other information the GME office requires in MedHub.

Prepare and manage fellowship program budgets.

Review monthly budget and expense reports and follow-up on discrepancies.

Process invoices for program-related expenses.

Participate in annual budgeting meeting to include documentation to justify additional funding.

Coordinate trainee and teaching faculty schedules.

Prepare and update as needed annual and monthly schedule for trainees, NCH residents and fellows as well as trainees from other institutions.

Orient new trainees to section and assure all mandatory training completed.

Enter and maintain schedules and evaluations in the electronic databases.

Organize, manage and schedule program related activities such as conferences; electives, vacations, rotations, teaching courses, committee meetings, journal clubs, and events (orientation, retreats, and graduation).

Coordinates trainee interviews and onboarding

Manage trainee applications and screen those appropriate for interview. Evaluate applications for completeness. Utilize ERAS (Electronic Residency Application Service) software (when applicable). Compile reports as necessary.

Communicate with potential applicants, explaining the Program’s application process. Distribute recruitment materials.

Notify applicants of decisions for interview.

Organize interview days - dinners, breakfast/lunch with trainees, faculty interviews, hotel accommodations, and transportation needs as appropriate.

Maintain confidential information regarding applicants and interviews.

Collaborate with Legal, HR, and GME to secure visas and other immigration materials as needed.

Secure necessary licenses for trainees to practice.

Gather and maintain records for credentialing and training documentation.

Annually update the NCH credentialing information for trainees

Collect and maintain credentialing data, i.e. rotations, procedure logs, etc.

Schedule trainees for credentialing courses such as PALS.

Prepare requested program surveys.

Provide accurate trainee information and documentation required for CHGME and Medicare vi. Assist trainees complete OSU and other site credentialing, when applicable.

Annually update of FREIDA/GME Track and other relevant data sources.

Maintain education website and training program literature. Review and update at least annually.

Work with the GME Office to onboard trainees at NCH and OSU, including collecting Human Resources, Employee Health, Credentialing and Safety and Security information.

Fulfill other administrative responsibilities.

Provide administrative support to the Program Directors for GME related activities.

Provide accurate, timely trainee information and documentation required for promotion and termination of trainees.

Maintain trainee permanent files.

Ensure trainee compliance with established policies and procedures, including monitoring of duty hour compliance and maintenance of related documentation.

Serve as point person for trainee communications. Assist the GME Office in dissemination of information, policies and communications with trainee.

Coordinate in-training examinations, if applicable.

Compile and submit reports to ACGME, American Board of Pediatrics, American Academy of Pediatrics, AMA, and other professional organizations as required.

Attend monthly Program coordinator, PC Tool, Fellowship and other meetings as a representative of the training program.

Serve as a program liaison and communicate with appropriate GME offices and affiliated hospitals.

Qualifications:

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

College Degree required.

Three or more years’ administrative experience required. Prior experience with ACGME or other accreditation systems highly desired.

Level of professionalism, confidence and attention to detail consistent with a leading academic medical center. Demonstrated project management experience.

Excellent written and verbal communication skills. Ability to develop effective working relationships with professionals at many levels. Able to summarize complex information from committees and other decision making activities.

Excellent organizational skills, including coordination of meetings, management of conflicting time demands, and utilization of technology to facilitate participation. Able to hold others accountable for deadlines.

Strong knowledge of MS Office - Word, Excel, PowerPoint and Outlook: advanced experience with creating PowerPoint presentations desired.

Able to work independently and creatively problem solve in situations with minimal information and/or conflicting interests

MINIMUM PHYSICAL REQUIREMENTS

Sitting Constantly (67-100%)

Talking on phone/in person Constantly

Typing on a keyboard Constantly

Standing/walking Occasionally (0-33%)

The above list of duties is intended to describe the general nature and level of work performed by individuals assigned to this classification. It is not to be construed as an exhaustive list of duties performed by the individual so classified, nor is it intended to limit or modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision.

Permanent