Clinical Education Coordinator

Indiana University
March 24, 2021
Indianapolis, IN
Job Type




Department Information

The Division of Infectious Diseases at Indiana University School of Medicine is committed to superb patient care, medical education and research in infectious diseases. We strive to achieve these interrelated missions by capitalizing on our strengths to ensure meaningful progress in each discipline. Our basic, clinical, translational, and implementation research in conjunction with our patient care and education programs promote the acquisition of knowledge concerning infectious diseases and lead to innovative strategies to improve the lives of people both locally and globally.

Job Summary

The primary responsibility for this position is to provide support to the Infectious Diseases (ID) Fellowship Program Director as the Fellowship Coordinator. The Coordinator interfaces between the ID fellows, the Director, teaching faculty, and the Graduate Medical Education (GME) office and oversees all aspects of the fellowship training program. This position also provides support for several Infectious Diseases faculty. As such, this position may involve support for HIV patient care, which includes high confidentiality, calendar coordination, and patient communication.

Oversees the day to day administration of the ACGME certified Infectious Diseases Fellowship program by: onboarding of incoming fellows including, coordinating the timely completion of all paperwork, ordering lab coats, transferring pagers, ordering ID's etc., counsels current and incoming fellows on such issues as schedules, rotation requirements, benefits, leave, administration policies and procedures etc. Coordinates weekly conferences, visiting professors, annual graduation and other academic activities: this includes supervision of the organization of the event, audio/visual needs and catering. Maintains documentation of ongoing fellow training and completion of training. Coordinates In-Training Examination administration. Maintains ACLS and BLS information and schedules fellow attendance as needed. Attends monthly GME coordinator's meetings and disseminates information from those meetings as appropriate Assists Program Director in assuring program meets all accreditation guidelines. Prepares required documentation and coordinates internal and external program review processes. Prepares monthly call schedule. Coordinates classrooms and technology services, orders textbooks. Ensures that all process are completed for outside rotations, working the GME office and the outside location to complete the legal documents needed for a fellow to attend a rotation on a campus other than IU or IUH.

Maintains and monitors fellowship database in MedHub and IArbeD. Track and Monitor fellow duty hours, rotations, call schedules and evaluations. Produces and distributes rotation schedule and monthly calendar of activities. Ensures completion of resident and faculty evaluations and coordinates feedback to director on those evaluations as needed.

Assists Program Director to establish recruitment procedures. Oversees the fellowship application and match process from the beginning to the end; this includes organizing and reviewing applications, scheduling fellowship candidate interviews with 5-7 faculty members. Works with program director to prepare and submit the match list to the National Match Program.

Processes travel and expense reimbursements for program participants in IU and IUH systems, submits reimbursements and payment requests in the IUH systems. Perform administrative duties for Infectious Diseases faculty, which may include schedule coordination, answering phone calls, transcription, teleconference coordination, routine copying/faxing, and other duties as assigned.

Supervision and organization of a minimum of two lectureships per year, includes booking outside venue, audio/visual needs and catering. Organize outside guest travel. Creating and maintaining Infectious Diseases Clinical Conference Continuing Medical Education application and provide attendance on a monthly basis, prepare program evaluations on a quarterly basis providing them to the CME office to be sure compliance is maintained. Works with Division Leadership and IUHP recruiters in scheduling faculty candidate interviews with 5-7 faculty members arranges lunches and dinners, updates recruitment data base in excel, serves at division contact for IUHP recruiter and faculty candidate, providing 2-day itinerary and direction on where to meetings will occur. Obtain completed evaluations and compile information for division director. Serves and the HIV clinic Indiana State Department of Health HIV Care Coordination Program Grievance liaison.

Consistently maintain and care for office equipment, order office supplies and fellowship program materials.

Required Qualifications

High school diploma or GED and two years of experience in administration, office management, or program coordination.

Proficient communication skills. Maintains a high degree of professionalism. Demonstrated time management and priority setting skills. Demonstrates a high commitment to quality. Possesses flexibility to work in a fast paced, dynamic environment. Highly thorough and dependable.

Preferred Qualifications

Experience in a clinical or academic setting.

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

IUPUI campus

Indianapolis, Indiana

Job Classification

Career Level: Intermediate

FLSA: Nonexempt

Job Function: Health Services

Job Family: Clinical Education
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Posting Disclaimer

Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

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Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment without regard to age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.

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