Office Manager - UICOMP GME IM

Hiring Department: GME - IM

Location: Peoria, IL USA

Requisition ID: 1023235

Posting Close Date: 1/30/2024

This position is located on the Peoria campus 170 miles southwest of Chicago (On-Site Work – Not Remote).
The University of Illinois College of Medicine Peoria (UICOMP) educates 265 medical students and more than 300 physician residents and fellows annually. Additionally, it provides clinical care to more than 31,000 patients annually and conducts basic science, clinical and outcomes research. UICOMP is a regional campus of the University of Illinois College of Medicine, a part of the University of Illinois Chicago and University of Illinois System. The College of Medicine Peoria is home to the Cancer Research Center, Center for Wellbeing, and is a collaborator in Jump Simulation. Learn more about UICOMP at http://peoria.medicine.uic.edu.

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

Description:

The Office Manager will work under the direction of the Internal Medicine Fellowship Program Coordinator and will possess in-depth working knowledge of the university, ACGME requirements, procedures and activities of the program(s). The use of various computer and web-based programs is necessary. They will provide highly specific administrative support activities related to curriculum coordination for Graduate Medical Education Fellowships focusing on scheduling, curriculum document prep, coordinating resources, self-studies, and evaluations and general support duties. This person will support the Program Assistant and the Fellowship Program Director(s) for Graduate Medical Education to include: Cardiovascular Fellowship, Gastroenterology Fellowship, and Pulmonary Critical Care Fellowship. Confidentiality is required with work on various aspects and projects. This position functions with independence, the use of good judgment and the ability to utilize various systems. The Office Manager provides highly specialized administrative support to the leadership of the program and independently anticipates and addresses office support needs for day-to-day operations under the direction of the Program Assistant. Serves as a resource and support for faculty, fellows, and the Program Assistant. Assist with program accreditation compliance by obtaining and maintaining required information and documentation for different committees and organizations such as GMEC, ACGME, Sub-Specialty boards, IRIS, Alumni, and Fellow files/portfolios. Assist with the compiling and uploading of resident education data per program requirements and generates reports on data from the New Innovations software and other resources. Organizes program specific curriculum, didactics and handbooks for policy compliance and maintenance. Develop understanding of the ACGME specialty specific guidelines. Full write/edit responsibility for the program calendar(s) to add, edit and make necessary adjustments for educational sessions, engagements and meetings. Prepares necessary materials and documents for calendar events. Maintain numerous contacts with program faculty/residents/fellows and other programs regarding rotations, evaluations, and committees. Supports communication by following the course of action as directed by the Program Assistant and Director(s). Attend meetings with Program Assistant and/or the Director(s) to support committees, and at times serves as a delegate for the program. Maintains confidential files for the program and items related to contracts, licenses, visa status, ECFMG status, duty hours, procedural competency, leave submissions, education, curriculums, and events. Documents and reports learner participation in mandatory curriculums such as Research, Quality and Safety, Disparities, and DEI. Support data entry by collating, copying, sorting, filing, scanning of materials, curriculum and official office notes. Coordinates medical education activities and publishes schedules for activities. Maintains calendar on website/outlook in support of the Program. Independently reschedules sessions based on the faculty availability and educational need. Coordinates room logistics for conference, course instruction, testing, and small group discussions. Composes correspondence, memos and reports that represent the Director(s) position. Documents may be sensitive or technical in nature. Monitors renewals, expense records, and monitors yearly expenses for fellows in each program. Support the program and be a resource in the coordination of recruitment for new residents/fellows. Gather materials, provide communications, organize logistics, marketing, websites, expenses, and schedules. Review, filter, and validate candidate recruitment criteria and requirements. Assist with setting schedules and making contact with potential candidates for interviews.

Qualifications:

Minimum Qualifications

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

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