Fellowship Program Coordinator Jobs

Fellowship Program Coordinator - Stony Brook Anaesthesiology, UFPC

Location: Stony Brook, NY

Schedule: Per Diem

Days/Hours: Monday - Friday; 8 AM - 5 PM; hours vary

• Responsible for Fellows/Residents timekeeping via KRONOS.
• Maintains Chief’s/ Faculty calendars.
• Liaison with Chairman’s office regarding website content.
• Answers phones and general office duties
• Prepares and submits requisitions and required documentation for payment of invoices for departmental and clinical practice expenses.
• Coordinates and monitors application information and documents through the Electronic Residency Application System (ERAS) and assists program directors with recruitment process including scheduling, catering, and may include setting up interviews on a virtual format such as Zoom or Teams.
• Provides ongoing support for the Fellowship/Residency including arrangement of meetings, Webads, annual in-service exams, program reviews, site visits and other administrative functions related to the programs
• Edits/Administer Divisional Newsletter.
• Maintains attendance of department staff, physicians, and fellows.
• Assists Program Director /Chairman with preparation of the accreditation review of the fellowship program.
• Attends monthly GME meetings and Residents Review Committee meetings.
• Coordinates the rotation of medical students with Academic Affairs.
• Financial reports / grants.
• Provides Medical Staff Office and Medical School Dean’s Office with required documentation for each year of fellowship, inclusive of those fellows entering, being re-appointed, and completing program.
• Participates in event planning as needed.
• Assists Chairman’s office with onboarding new residents.
• Maintains Fellows/Residents ongoing certifications.
• Performs all other duties as assigned by management.
• Serves as liaison for department and clinical practice with Purchasing, Accounts Payable, and CPMP.
• Prepares correspondences and distributes as needed.
• Updates and monitors the New Innovations database to track procedure logs, duty hours, schedules, evaluations, compliance, etc.
• Special projects for the Department Administrator, Chairman, and physicians.
• Assists with site visit process as necessary.
• Maintains Alumni faculty/fellow database.
• Maintains Fellowship Program information to fellowship applicants.
• Participates in various meetings and take meeting minutes.
• Coordinates the processing of all Human Resource documentation related to the hiring, transfer, and termination of Fellows.
• Maintains communication with staff of affiliate hospitals.
• Coordinates the fellowship application review process.

• Proficiency in Microsoft Office, Outlook and/or Google app.
• High School or GED.
• Three (3) years of progressively responsible administrative experience of which two (2) years must be in a medical/healthcare setting.
• Good interpersonal and communication (written and oral) skills.

• Prior experience with databases.
• Completion of secretarial course is desirable.
• Prior experience in the academic medical center setting.
• Experience with new innovations, ERAS and knowledge of ACGME
• Associate’s degree.
• Progressive administrative experience totaling 4 or more years.