Hematology fellowship program Manager and New Innovations Training Specialist

POSITION SUMMARY:

This is a dual position that provides management, training and development for the New Innovations Residency

Management Suite for all of the residency/fellowship training programs at the medical center and also manages

the day-to-day educational department activities for the Hematology/Oncology Fellowship Training program.

The position will report to the Director of Graduate Medical Education, the Designated Institutional Official

(DIO) and Program Director for the Hematology/Oncology Fellowship. The New Innovations Specialist

provides support as it relates to training and system operations and all administrative details for the New

Innovations Residency Management Software System for all ACGME accredited training programs as well as the

unaccredited training programs at St. Elizabeth’s Medical Center. This position will also manage the GME

portion of the Web page for all graduate medical education training programs. In addition, in the other part of the

position, the Hematology/Oncology Fellowship Manager must demonstrate initiative, resourcefulness and

problem solving skills in applying a detailed knowledge of the responsibilities, functions of the Division of

Hematology/Oncology Fellowship Training Program.

KEY RESPONSIBILITIES:

New Innovations Specialist – Residency Management Suite:

· Provides assistance to the DIO and Director of Graduate Medical Education on all training activities

related to the New Innovations Residency Management Software System. This includes all

administrative details, i.e. preparing presentation, maintaining training schedules, create and running data

base reports, completion certifications, course completion, tracking, etc.

· Maintains data for NI IRIS module to be submitted to SEMC reimbursement office for utilization in the

preparation of the Medicare Cost Report.

· Maintains accuracy of demographic, personnel, resident performance rotation, schedules, placement of

residents, curriculum assignments, and all other system data (past, present, and future)

· Answers questions of staff, faculty and residents regarding any or all aspects of system capabilities and/or

problems relating to scheduling, procedure logging, evaluations, monitoring of conference attendance,

duty hours, general personnel/demographic tracking, etc.

· Maintains data for ERAS system regarding New Innovations updates. Also, provides training to

coordinators for ERAS, Word, Excel and Power point relating to interviews for residency applications for

training programs.

· Liaison to New Innovations Residency Management Software vendor when necessary as it relates to the

St. Elizabeth’s Medical Center training programs in the system

· Maintains GME Web page for all training programs

Hematology/Oncology Fellowship Manager Responsibilities:

· Under the direction of the Program, the manager oversees the day-to-day operations of the training

program

· Assists in recruitment, evaluation and selection of new fellows. Coordinates and manages program

recruitment plan, time-line, guidelines, and maintains ERAS (Electronic Residency Application

Database).

· Understands the Accreditation Council for Graduate Medical Education (ACGME Common program and

specialty requirements. Fosters awareness and compliance with the regulations. Maintains ACGME

Web Ads database for the program.

· Compiles and submit reports to ACGME, American Board Specialty, AMA and other professional

organizations as required.

· Manages and coordinates ACGME accreditation site visit and self-study visits for the division. · Coordinates and administers fellow in-service exams for both Oncology and Hematology. · Creates and maintains fellow rotation schedules. · Assists in developing of program affiliation agreements with participating training institution. · Maintains files on current and past fellows · Coordinates scheduling of educational conferences for the program. · Maintain Annual GME Track (resident database and tracking system utilized for the collection and management of GME data · Initiates and administers department house staff budget including projections and future needs for program · Coordination and administration of departmental annual In-Service Training Exam · Coordinates all fellowship recruitment efforts: · Maintains external recruiting Web pages · Must be proficient in ERAS (electronic residency application system), downloads and assess all applications · Assist in application selection process · Establishes and maintain data files for use in rank list for National Residency Matching Program (NRMP - the MATCH), corresponds with candidates and those who are accepted into the training program · Initiates and coordinates interview process for the department · Coordinates Medical and PA Student activities in the department. · Develops new policies in response to new or revised regulations issued by governing agencies or program director · Act as Liaison with Chief Residents · Plans and organizes departmental orientation for new house staff · Provides administrative support to Fellowship Program Director · Prepares agendas, attend program related meetings, and produce minutes for meetings · Prepares all written correspondence, reports, etc., of the Fellowship Program Director · Maintains Residency Program Director's CV updated at all times · Attends annual Association for Program Directors' Educational Meeting · Maintains accurate files on all current and former house staff and process all credentialing documents on former house staff in an accurate and timely manner · Maintains discretion relative to confidential and sensitive residency program issues · Acts independently in handling day-to-day operations of the program · Coordinates scheduling of educational conferences for program · Ensures timely and proper running of these educational sessions by notifying speakers and participants, · Disseminates information about regularly scheduled conferences · Maintains and ensures compliance with CME accreditation and maintains records of attendance for all conferences

· Plans and prepares annual program graduation dinner · Performs other duties as assigned

REQUIRED KNOWLEDGE & SKILLS: (Examples: Ability to work independently and take initiative; Good judgment and problem-solving skills; Communication skills; Interpersonal and organizational skills; Level of confidentiality)

· Excellent Communication Skills

· Strong organizational skills, problem solving and decision-making skills. Ability to provide excellent

written and verbal communication and interpersonal skills

· Ability to function independently, use direction and attention to detail

· Excellent computer skills and database management

· New Innovations training experience

EDUCATION/EXPERIENCE/LICENSURE/TECHNICAL/OTHER:

I. Education: Bachelor’s Degree Preferred

II. Experience (Type & Length): Minimum of 10 years of New Innovations background, training program or GME or

related field experience.

III. Certification/Licensure: N/A

IV. Software/Hardware: New Innovations and other GME data base experience (ERAS, NRMP, Freida, etc)

Equal Opportunity Employer/Disabled/Veterans