Res/Fellowship Prog Assistant

Fellowship Program Administration

1. Work with Fellowship Director and Assistant Director to ensure documents, schedules and other key elements meet the ACGME and other institutional requirements for the program.
2. Reconcile quarterly salary distribution reports, using New Innovations, VA- provided data and rotation schedule.
3. Prepare for any/all accreditation site visits and program evaluations.
4. Coordinate fellowship interviews and arrange zoom breakout rooms and itineraries for candidates and Core faculty.
5. Prepare for and support the administrative needs of the graduating fellows and the incoming class of fellows.

Conference Scheduling and Academic Support

1. Maintain division calendar for fellowship meetings and conferences. Send out calendar invites from division team inbox as needed and send out weekly remainder emails to faculty and fellows for meetings and conferences.
2. Maintain fellowship files and filing documents as directed by the Fellowship Director and Division Administrator.
3. Set up all fellowship conferences, including attendance taking, order food, cleaning up space.
4. Maintain fiscal year consult schedules for faculty and fellows. Work with the Division Administrator to create faculty consult schedule and work with the Fellowship Program Director to create the fellows’ rotation schedule.
5. Monitor emails in the division administration team inbox and assist with faxes as needed.

Account Management and Reporting

1. Work with the Division Administrator to manage Division accounts for fellowship related expenses. Create budget tracking spreadsheets for faculty/fellows, monitor spending and ensure that expenses are tracked and all purchases are within budget.
2. Prepare annual fellowship budget identifying new programmatic needs and expenses. Review with the Division Administrator.
3. Coordinators travel arrangements for fellows and Fellowship Directors, including but not limited to scheduling flights, making hotel reservations, registration for conferences.
4. Creates travel authorizations and expense reports for all fellows and Fellowship Directors. Will also complete all required template/forms required by the Department of Medicine for travel.

Educational Symposium Coordination

1. Work with the Division Administrator and Fellowship Director create then schedule quarterly Educational Symposiums, including speaker presentations.
2. Publicize event dates with vendors, create and maintain registration documents, generate PO’s and process invoices with suppliers.
3. Facilitate set up, break down and other logistics for on the day of events.
4. Query, compile and analyze survey results, and use them to suggest/ implement changes in future events.

Other Divisional Responsibilities

1. Assist with coordination of Annual Interviews.
2. Prioritize assignments and messages based on urgency or deadlines and work cooperatively with other Division, Department and University staff to ensure all assignments are completed in a timely manner and meet or exceed the standards for quality and performance.
3. Serve as liaison to multiple internal and external entities.
4. Work closely with Division staff to ensure that all faculty are supporting their clinical and academic needs. Provides direct back up support when absences occur in the administration office.
5. Adheres to all office policies, procedures, and protocols established by the Division.
6. Other duties as assigned by the Division Administrator.