Medical Education Program Coordinator - Obstetrics and Gynecology

The Department of OBGYN seeks a highly motivated individual to provide administrative support and coordination of our Maternal Fetal Medicine program and support the OBGYN Residency and Clerkship Programs. The successful candidate must possess a high degree of professionalism, organizational skills, discretion, and initiative. This person will be expected to demonstrate the highest levels of confidentiality, integrity, punctuality, and dependability while carrying out the daily responsibilities of the position in a diverse work environment. Strong oral and written communication skills, along with a keen attention to detail are essential. The position will work closely with our Education leadership, trainees, and liaise with the Graduate Medical Education office. The incumbent will also provide administrative support to our faculty and trainees.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

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• Provide updates to trainee, faculty and program information in the appropriate platforms, and respond to the ACGME in a timely manner by working with the Program Director, Department of OBGYN Education Office and the GME.
• Compile training data on fellows and update external board certification entities like the American Board of Internal Medicine.
• Manage and update conference schedules and clinical schedules for the fellows.
• Review and manage all fellowship applications through ERAS, a national fellowship application portal, and screen those appropriate for secondary review by faculty.
• Respond to fellowship recruitment inquiries.
• Participate in the organization and scheduling of interviews, in person or by video-conference, compile summaries of applicants for interview and discussion.
• Manage educational data for the program in New Innovations.
• Organize medical student observers and schedule medical student rotations with faculty and fellows; proctor fellowship exams in Spring.
• Manage and coordinate Graduate Medical Education internal reviews, ACGME (Accreditation Council Graduate Medical Education) annual self-study, and prepare documents for ACGME site visits.
• Ensure that fellow hospital and ACGME compliance guidelines are met.
• Participate in the development of new procedures in response to new or revised policies issued by governing agencies or the program director, and interpret and explain established policies and procedures in response to inquiries from a variety of sources.
• Assist with writing and the development of all fellowship required documentation, including preparation of accreditation materials, development of rotation goals and objectives and management of rewriting program materials in compliance with ACGME regulations and regulatory changes.
• Prepare and implement annual program budget and manage available resources as they relate to the fellowship program operating budget.
• Coordinate, lead, and organize fellowship recruitment, orientation, and graduation activities.
• Coordinate all social functions for the Division and the fellowship program, including welcome breakfasts/luncheons for new fellows, social gatherings, journal clubs, and graduation/awards banquets.
• Provide administrative support to the Program Director, Department faculty and trainees, which includes scheduling meetings, organizing and/or preparing departmental administrative reports, tracking program expenses; coordinating distribution/collection of fellow evaluations, maintaining personnel files, analyzing, summarizing and interpreting information and recommending the action to be taken.
• Prepare forms for Division reimbursements including disbursement vouchers, purchasing card transactions and/or on-line requisitions.
• Assist with Division faculty and fellow meeting travel arrangements.
• Prepare Division faculty and fellow travel reimbursement forms.
• Handle scheduling and coordination of weekly conferences, invited guest speakers, and events such as conferences and symposiums.
• Assist department faculty with annual departmental processes, requirements, instructions and deadlines related to annual faculty evaluations (UA Vitae), credentialing and re-credentialing (AZ License, DEA, membership dues), re-certifications (ACLS & BLS), employee health appointments (TB, Flu, Mask Fittings), faculty promotion and tenure dossiers, and fellowship program and fellow evaluations (GME, APE, ACGME).
• Maintain College of Medicine - Tucson and Department of OBGYN websites for department faculty, fellow, and staff updates.
• Investigate, evaluate and resolve typical administrative/operational problems or situations impacting the faculty, staff, and fellow work unit.

Knowledge, Skills, and Abilities:

• Ability to communicate effectively and quickly.
• Quick learner.
• Highly organized.
• Ability to handle confidential and sensitive information.
• Ability to handle interruptions and stay on task.
• Ability to demonstrate critical thinking and problem-solving skills.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.

• Experience with ERAS and New Innovations.
• Experience with ACGME programs.