Department: Internal Medicine-SMS
Division: Pulmonary Medicine
Location: .Springfield
Job Category: Office Support
Overview:
This position will perform duties related to the planning, directing, and coordination of academic and operational activities of the fellowship program; and provide sound guidance and advice on other pertinent fellowship program issues.
Salary: $23.31/hour
POSITION DESCRIPTION
INCUMBENT CSN FLSA STATUS Non-Exempt
PRESENT CLASSIFICATION Medical Education Program Coordinator DATE
DEPARTMENT/DIVISION Internal Medicine / Pulmonary & Critical Care Medicine
FUNCTION
This position will perform duties related to the planning, directing, and coordination of academic and
operational activities of the fellowship program; and provide sound guidance and advice on other
pertinent fellowship program issues.
ORGANIZATIONAL RELATIONSHIP
The individual in this position reports administratively to the Business Administrative Associate for the
Department of Internal Medicine, who reports to the Assistant to the Chair, who reports to the Chair for
the Department of Internal Medicine. However, specific duties and responsibilities are assigned by the
Fellowship Program Director, Division of Pulmonary and Critical Care Medicine. The position will be
controlled by University procedures, but general directives, and by policies of the Department of Internal
Medicine and SIU School of Medicine.
DUTIES AND RESPONSIBILITIES
The following information is intended to be representative of the work performed by incumbent in this
position and is not all-inclusive. The omission of a specific duty or responsibility will not preclude it
from the position if the work is similar, related, or a logical extension of position responsibilities.
Demonstrates, by actions, commitment to the mission and the behavioral standards of SIU School of
Medicine. Provides excellent service to both internal and external customers through collaboration and
partnership; compassion and respect; integrity and accountability; diversity and inclusion; as well as
continuous learning and improvement.
Administration 100%
1. Recruitment

• Manages and coordinates all administrative duties relative to the fellow recruitment and

selection process. Manages computerized Electronic Resident Application System (ERAS).
Ensures receipt of required application materials and maintains confidential applicant files..

• Updates and edits program policy manuals, procedure manuals and recruitment materials.
• Coordinates candidate interview, fellow recruitment and selection processes. Responds to

applicant inquiries, organizes application review and interview process, and coordinates
interview days.

• Assists with the development of orientation and curriculum materials for fellows.

2. Information & Data Management

• Updates information for fellowship program web sites.
• Establishes and maintains a systematic file system with proper security measures for

confidential documents.

• Performs data management, tracking, and reporting functions utilizing various Graduate

Medical Education soft ware programs including GME Track, WebADS, and AMA
FREIDA.

• Maintain the New Innovations Residency Management Software for the fellows. Input

confidential information, training, block schedule, conference attendance and leave requests
to flow into duty hours.
3. Accreditation Issues

• Prepares, organizes, and participates in accreditation site visits. This includes gathering all

materials needed for the ACGME Annual Program Update as well as making arrangements
for rooms, food, and accommodations for site visitors and making appropriate appointments
for site visitors.

• Assists the Program Director on an ongoing basis to ensure the residency program maintains

compliance with the ACGME, RRC and American Board requirements.

• Maintains all program records.
• Assists in preparation of Annual Review Documents for both ACGME and Institutional

Reviews. This includes gathering all requested data such as hospital admission rates, surgical
outcomes, and other data from outside sources. Preparing for both annual reviews and site
visits require large amounts of dedicated time on the part of residency coordinators.
4. Evaluations

• Tracks fellow evaluations and conference attendance in New Innovations system. Compiles

information for fellow’s annual evaluations with program director.

• Manages confidential resident performance evaluations as well as evaluations of faculty and

the educational program.
5. Program Managment

• Develops, maintains & distributes fellows’ block rotation schedule for the academic year,

conference schedules, call schedules, clinic schedules, and lecture schedules. Arranges
conference rooms if needed. Acts as liaison between outside electives and coordinates
rotations.

• Coordinates yearly in-service examination.
• Generates contracts for new and continuing fellows yearly.
• Provides information, support, and problem solving for fellows and program faculty on a

wide range of personnel and program issues.

• Creates and maintains spreadsheet on all items (journals, books, videos, etc.) in the

Pulmonary Division library (fellowship program requirement). Responsible for loaning out
such items to residents, students or other personnel.

• Ensures the accuracy of records regarding fellow training and maintains documentation for

program accreditation, specialty board requirements, annual reports, and letters of
recommendation needed when fellows seek additional training or private practice
opportunities after graduation.

• Receives & routes confidential and sensitive information and responds as able (i.e.,

complaints from hospital personnel, faculty, rotation supervisors, and patients regarding
pulmonary fellows).

• Distributes fellow evaluations for faculty to complete and then compile clinic attendance

data, average scores and enter into New Innovations as a group evaluation.
SKILLS, ABILITIES AND KNOWLEDGE NEEDED FOR THE POSITION
Sensitive to the needs of underrepresented minority populations.
Skills in exercising independent judgment, flexibility, and discretion when setting priorities,
implementing procedures, maintaining standards, and resolving problems.
Knowledge and skill in use of computer systems and software.
Ability to independently perform a wide variety of routine, as well as, complex assignments required in
the day-to-day management of a fellowship program.
Skill in prioritizing, planning, working independently, and organizing projects and assignments
effectively and efficiently.
Ability and skill in establishing and maintaining effective working relationships with other fellowship
program personnel, faculty, staff, fellows, residents, students, and the general public.
Working knowledge of the Department and Division.
Ability to demonstrate tact and diplomacy when dealing with others and relaying confidential
information.
Ability to exercise good judgment and decision-making skills.
RESPONSIBILITY
A. Supervisory Controls – Supervisory controls occur both written and verbally from the Pulmonary
and Critical Care Fellowship Program Director. Day-to-day directives will come from the
Fellowship Program Director while administrative supervision will be under the Business
Administrative Associate, for the Department of Internal Medicine. However, daily assignments
are rarely given. Supervisor will function as consultant and it will be the responsibility of the
employee to complete projects utilizing initiative, creativity and judgment. Meet and execute
many deadlines without direct supervision.
B. Guidelines – University, School of Medicine, Department of Internal Medicine, administrative
policies and procedures will be used as guidelines for the activities relating to this position.
DIFFICULTY
A. Complexity – This position requires the individual to coordinate a wide variety of complex
duties. Incumbent must have the ability to organize and prioritize multiple responsibilities at one
time. Incumbent should display the ability to work well under pressure, and resolve conflicts.
Requires ability to interpret accreditation and academic guidelines in order to make decisions and
advise others on requests.
B. Scope and Effect – Many responsibilities and duties depend on the knowledge, skill inventiveness
and imagination of the person in this position. Personal contacts are extremely important in this
educational setting and the ability to relate to fellows, faculty, students, patients and clinical
support staff is a requirement for success. Keep an honest and open line of communication with
each fellow. Provide a safe and open environment for open lines of communication. Provide
support for the fellows. Accurate work and personal control as previously described are
necessary for the optimal operation of these areas of the Department.
ENVIRONMENTAL, HEALTH AND SAFETY RESPONSIBILITIES
Participates in meetings, training and other environmental, health and safety activities as required by SIU
School of Medicine
WORKING CONDITIONS/PHYSICAL DEMANDS
See attached Physical and environmental Requirements form.
Duties are carried out in a clean and comfortable office environment. Work assignments require travel to
events and offices across campus as needed.
INCUMBENT: DATE:
REVIEWED BY: DATE:
Immediate Supervisor
DATE:
Department Head/Chair