Fellowship and Medical Student Coordinator - Military Veterans

This position is based out of Minneapolis, MN and is eligible for hybrid work from home and/or on campus work dependent upon individual performance and organizational need, though some regular on-site work will be expected. The expected days to be onsite will be 2-3 days. Because the University of Minnesota is a land-grant institution that serves the state, residing in Minnesota is typically required.

60% Fellowship Administrator:

• Administrate Micrographic Surgery and Dermatologic Oncology (MSDO) Fellowship, Pediatric Dermatology Fellowship, and other non-ACGME accredited Dermato-Allergology fellowship programs:

Program Accreditation Management:

• Manage high-stakes accreditation self-study submissions and site visits. Recommend enhancements to drive accreditation preparedness with an understanding of organizational impact on the programs and their specific process and requirements. Propose and implement initiatives to address areas for improvement and citations.
• Ensure residents and faculty are prepared to respond to the ACGME annual surveys. Work with the program director, faculty leaders and trainees to develop and execute on plans to address survey findings.
• Clinical Competence Committee (CCC): Manage evaluation system of trainees, faculty and rotations used by the CCC. Amend evaluations to reflect changes in the ACGME requirements. Develop and execute an approach to submit milestone reports to the ACGME.
• Oversee Program Evaluation Committee: Develop action plans for programs to meet goals set during the annual program evaluation.
• Monitor Program Agreements to ensure all agreements are valid. Initiate contract renewal and manage domestic and international processes including negotiation of contract, relationship management, and leveraging contract services (legal, translation, etc.)
• Plan, coordinate and manage program components through Residency Management Suite (RMS), including evaluations, personnel data, portfolio, and procedure logger. Manage trainee duty-hour reporting and RMS rotation schedules and assignments (rotation protocol), which directly impact Medicare reimbursement.
• Monitor program FTE usage and identify if shifts need to be made; manage annual FTE budget request process.

Trainee Progression and Certification Management:

• Monitor and maintain detailed knowledge of the national governing board's physician training requirements. Formulate and recommend program level solutions in response to policy and requirement changes.
• Consult with trainees and program faculty and review governing requirements to create individualized short and long-term trainee learning plans. Analyze multiple information sources such as trainee career goals, multi-site rotation offerings, program and accrediting body requirements and financial government funding parameters to support recommendations to program leadership.
• Design and recommend event and educational training offerings.
• Analyze program requirements, develop and recommend strategy/plan, manage and facilitate activities to ensure successful execution to meet changing needs of the program, accrediting bodies, affiliates, and medical school.
• Plan and execute on program orientation curriculum and other standard GME events such as graduation, retreats and exams.

Recruitment Strategy/Planning:

• Consult with faculty to develop program admissions parameters, review and select initial list of strongest candidates, analyze faculty assessments to develop ranking of candidates.
• Organize and actively participate in the final selection committee process.
• Ensure compliance with the SF Match (Residency and Fellowship Match Services) Policies and Procedures.
• Conduct recruitment cycle analysis to continually increase competitiveness of programs and identify areas for improvement.
• Market programs to increase match success.
• Manage recruitment for all programs, including but not limited to:
  • Application review process.
  • Applicant âœhubâ (website)
  • Interview and ranking process.

25% Undergraduate Medical Education Coordinator:

• Coordinate the Dermatology Medical Student Rotation Program (including the Basic Dermatology, Advanced Dermatology, and Research Dermatology electives)
  • Capacity Management:
    • Manage site capacity for courses, including courses arranged by the department.
  • Assessment:
    • Enter grades in PeopleSoft.
    • Administer assessments.
    • Manage the submission of assessment comments in MedHub for use on student MSPEs.
  • Evaluations:
    • Access information on course evaluations to share with course director(s).
  • Visiting Students:
    • Work with clinical scheduler to offer courses to visiting students.
  • Canvas Site Management:
    • Manage Canvas sites for courses.
    • Assist the course director(s) with making syllabus updates.
  • Communication:
    • Serve as first point of contact regarding courses for:
      • Students who have questions about the course.
      • Site coordinators
      • Clinical Education Manager in the medical school.
      • Communicate with students about department events and other interest-focused opportunities.
      • Provide students with information about onboarding to clinical sites.
  • Miscellaneous:
    • Submit course directory updates when needed.
    • Attend monthly UME Coordinator meetings.
    • Track student FTE hours spent in the patient care setting for the MERC report.
• Coordinate the Dermatology Interest Group:
  • Facilitate meetings for DIG board.
  • Help DIG board create and set up student events.
    o Facilitate reimbursements and payments for DIG events.
• Coordinate for Medical Student Funding Committee:
  • Schedule, attend, and facilitate quarterly medical student funding meetings.
  • Track funding requests from all medical students.
  • Process reimbursement requests for medical students according to University and Departmental travel policies.
• Support Medical Student Research in Dermatology:
  • Track medical student research projects and outcomes in Dermatology.
  • Assist medical students with meeting presentation materials as requested.

5% Assist with Residency Coordination:

• Management of trainee absence calendar.
• Assist with management of google Resident semi-annual review portfolios (file upload and absences).
• File management and maintenance of google sites (recruitment, visiting residents, residency and fellowship hub).
• Assist with preparations for resident and fellow related events: orientation, recruitment and graduation.
• RMS management â" input lecture attendance, didactic lecture schedules, and evaluations.

5% Clinical Research Internship Coordinator:

• Coordinate Clinical Research Internship program, including scheduling recruitment interviews and corresponding with applicants.
• Assist with the onboarding and offboarding of interns in collaboration with Clinical Research/Department administration.
• Process reimbursement requests for clinical research interns according to University and Departmental travel policies.

5% Other Responsibilities as Assigned:

• Provide additional administrative support for the Department, including serving as a departmental source of information, greeting delivery staff and visitors to the department, distributing packages, getting and distributing mail, running errands on campus, scanning, faxing or copying documents, supporting recruitment activities involving prospective faculty or staff, supporting Departmental events.
• Assist with other Departmental projects and duties as assigned.

All required qualifications must be documented on application materials.

Required Qualifications:

• BA/BS or a combination of related education and work experience to equal four years.
• Demonstrated/documented excellent writing, communication, organization, customer service, and multitasking skills; detail oriented; experience working with diverse communities; project coordination experience; self-starter.

Preferred Qualifications:

• Experience working with fellowship and residency programs.
• Hands-on knowledge and experience with RMS.