Fellowship Program Administrator - JR26311-3800

at University of Chicago in Chicago, Illinois, United States

Job Description

• Manage and organize day-to-day administrative operations, including the supervision of student employees, and payroll functions associated with the fellowship program and the Bone Program.
  
• Work with Program Director to direct the complex schedule development, ensuring consistency with specifications for each fellowship track and considerations of prerequisites for rotations and on-call coverage, section preferences on timing, constraints on sequence, number of fellows on a rotation, etc. Determines special needs within fellowship tracks and assures that department, education and regulatory criteria are met.
  
• Prepare statistical material needed to meet accreditation and evaluation requirements of the program.
  
• Monitor and maintain current awareness of individual fellowship curriculum and activities. Ensure appropriate documentation of training experience for compliance requirements for program accreditation.
  
• Assist with accreditation reviews including documentation and faculty participation.
  
• Work closely with Program Director and Section to manage conferences and special events. Organize all aspects of program events including, but not limited to, breakfasts, lunches, dinners, graduation events, training exam days, internal and external lectures, alumni events and holiday parties.
  
• Monitor program expenditures. Prepare financial projections for all accounts. Reconcile expenditures with monthly FAS reports. Advise the Section Administrator of problem spending. Propose solutions to discovered problems and make corrections in accordance with University policies and procedures. Understand federal and major non-federal post-award policies as they apply to the Endocrine Training Grant, University allowable cost policies, and the fundamentals of sponsored academic research in a medical institution. Plan yearly operating budget in conjunction with the Section Administrator. Manages the operating budget in consultation with the administrator.
  
• Manage recruitment-related expenditures: advertising, print materials.
  
• Establish and communicate guidelines for academic related expenditure requests involving educational materials, educational travel, and conference registration.
  
• Submit expenditures based on availability of funds and/or appropriateness to account budget. Develop and enforce procedures and operating standards to assure accuracy and compliance to department, university, and agency policies.
  
• Assess faculty development needs and participate in faculty development projects to enhance fellowship training.
  
• Direct yearly recruitment activities for multiple tracks within the fellowship program.
  
• Direct the faculty selection committee, in conjunction with the Program Director. Uphold and monitor faculty commitment to recruiting. Organize and supervise their review of applicants.
  
• Uses national and professional society data to evaluate recruitment activities with a constant eye toward improvement.
  
• Coordinates and interprets requirements of the training program, including accreditation, duty schedules, evaluation process, resident/fellowship recruitment, Match process, orientation and employees relations.
  
• Has a moderate/high level of authority in reporting and ensuring compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.
  
• Performs other related work as needed.
  

• Bachelor's degree.
  

• 
  Previous experience within an Academic Medical Center environment.
  
  

• Familiarity with general business practices.
  
• Commitment to providing a high level of service and working in a team environment.
  
• High degree of professionalism.
  
• Attention to detail.
  
• Ability to handle confidential information with utmost discretion.
  
• Excellent interpersonal, verbal, and written communication skills.
  
• Ability to handle multiple tasks simultaneously and under tight deadlines.
  
• Strong analytical and organizational skills.
  
• Familiarity with basic data organization and analysis.
  
• Some experience with quality improvement practices.
  

• Resume (required)
  
• Cover Letter (required)