Program Coordinator - Med Cardiology

Entity: Clinical Practices of University of Pennsylvania

Department: Med Cardiology

Location: Perelman Center for Advanced Medicine-3400 Civic Center Blvd

Summary:

• Under the supervision and guidance of the Fellowship Administrator, the Program Coordinator provides administrative support for functions of the Cardiology Fellowship programs and support to the educational mission of the Division of Cardiovascular Medicine. This includes supporting the Assoc. Chief of Education and the Fellowship Training Programs in coordination from recruitment through graduation. This position includes administrative management of all aspects of the educational and fellowship programming including assisting with recruitment, onboarding, and credential maintenance. The nature of the work performed in this position requires excellent communication skills and attention to detail. In collaboration with the team, this position will need to exercise judgment, initiative, and discretion in carrying out clerical duties. This position will handle confidential materials. Must have the ability to meet deadlines in a fast-paced goal-oriented environment. Advanced proficiency in Microsoft office suite (Outlook, Word, Excel, Teams) is required. 

Responsibilities:

• Maintain schedule of 35-40 rotators, monitor MedHub, and correspond with internal and external rotators regarding timely submission of required documentation for the GME office and PA BOM. Work with faculty and their assistants to ensure 15-20 observers per year have completed dossiers and that UPHS or GME policy is followed. 
• Serve as event coordinator for the Cardiology fellowship programs with responsibilities including ordering food for 5 weekly (12 months) and 10 weekly (3 months) fellows' conferences reserving event and meeting spaces, organizing programmatic events, serving as the liaison between the fellowship office and vendors, requesting purchase orders, submitting check requests and reconciling any Accounts Payable issues to ensure accurate accounting for the Cardiology division. 
• Update and maintain fellowship alumni database, 1980 to current (approx. 600), with contact information for all graduated fellows, from the Cardiovascular Disease fellowship programs. Currently, approximately 30 graduates per year. 
• Monitor ACLS & PA Licenses - run montly ACLS reports from MedHub for current certifications and notify fellows for renewal. Check the status via the PA BOM PALS site for license approval. Monitor Uber & Moonlighting Duty Hours - run monthly Uber reports to monitor compliance with the current late hours transportation policy. Confirm fellows are logging moonlighting duty hours in MedHub. Prepare monthly reports of regulatory compliance for review by Fellowship Program Manager and Program Director.
• Carry out additional educational operational and administrative duties including monitoring Cardiology consult courses via OASIS, connect medical students with the fellow on-service via email, proctoring annual three day In-Service exam, updating ACC fellowship memberships annually, and ordering lab coats, certificates, and graduation gifts on a yearly basis.
• Perform additional duties as assigned.