Administrative Fellowship & Clerkship Coordinator

The Department of Anesthesiology and Perioperative Medicine is integral to the healthcare education and research missions at OHSU. We provide clinical services at OHSU hospitals and collaborate with the Veterans Affairs Portland Health Care System (VA) Hillsboro Medical Center and Adventist Health. We specialize in providing excellent perioperative care and anesthesia services to our patients using state-of-the-art technology and pharmacologic tools with an emphasis on patient safety. Our department is dedicated to providing the highest quality and most innovative education training in the country for residents fellows and medical students with trainee opportunities at OHSU and the VA. and community hospitals. Our very active education research group focuses on lifelong learning strategies particularly in the area of regional anesthesia. We are the proud developers of the ASAs Anesthesia Tool Box. We continue to innovate using tools to evaluate our learners progress on specific entrustable activities as well as broader readiness to be independent consultants in anesthesiology.

This position provides administrative coordination for the education mission of the department which includes approximately 56 residents 12 fellows and 300 medical students and extra learners. This position will also provide administrative support for education faculty and managers. The position specifically coordinates two fellowships and coordinates medical students/extra learners and shares in administrative coordination responsibilities for the department.

Fellowship Coordination:

• Serves as the primary contact for the day to day coordination of the pediatric anesthesiology and pain management fellowship consultation with the Office of Graduate Medical Education coordinate and administer the timely and accurate implementation of numerous human resources and regulatory procedures and paperwork. Provide information administrative support and problem solving for trainees and program faculty on a wide range of program matters. Performs data management tracking and reporting functions. Serves as a Resident Affairs Adviser for one of the colleges in the APOM Academy.
• Develop procedures to ensure fellowships are in compliance with institutionaland national policies and regulations related to onboarding evaluationscheduling data management review trainee tracking and reporting Review program operations and make recommendations for improvement to policies and procedures.
• Coordinates all aspects of the recruitment process including scheduling creating agendas sending confirmation correspondence downloading documents to candidate files setting interview appointments preparing and disseminating training materials for interviewers and those on the selection committee. Corresponds regularly and timely with applicants. Coordinates fellowship graduation onboarding and other social and recognition events in conjunction with education leadership.
• Manages and attend Fellowship Evaluation Committee meetings tracks annual curriculum review complete and ensure accuracy of annual accreditation updates and coordinates and attends Clinical Competency Committee meetings. Prepare documentation for GME upon completion of annual program evaluation meetings.
• Fellowship program liaison with the GME office and various other agencies organizations and groups. Prepares a variety of documentation associated with program operations; distributes documentation or retains records as appropriate. Attends monthly program coordinator meetings.
• Communicate with faculty fellows and staff about departmental policies and procedures.
• Ensure recruitment process compliance with applicable accrediting bodies and the Office of Graduate Medical Education (GME).
• Engages in national graduate medical education organizations (example ACGME AAPAE etc) by attending meetings and networking with peers across the country.

Medical student and rotating learner coordination:

• Develop and disseminate the medical student and extra learner rotation schedules. Coordinate the application and selection process for visiting medical students. Ensure that medical students and rotating learners are prepared for each new rotation by provision of orientation materials and checklists prior to the start of the rotation. Maintain Sakai site and online lectures. Generate evaluations in MedHub. Ensure timely submission of grades and evaluations to the deans office. Provides administrative support to the Director of Medical Student Education.

• Four years of general office or secretarial experience; OR
• An Associates degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR
• A Bachelors degree and two years of general office or secretarial experience; OR
• An equivalent combination of training and experience.
• Additional certifications may be required based on the specific department the position resides in as indicated by the position description.
• Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience.

Job Related KnowledgeSkills and Abilities(Competencies):

• Processing editing and formatting Word documents creating formatting and manipulating Excel spreadsheets including the use of formulas and importing and exporting data developing and editing PowerPoint presentations Outlook or similar email prior experience with scheduling and maintaining calendars.

• Bachelors Degree
• Proven communication skills both written and verbal.
• Proven track record of managing several projects simultaniously and independently.
• Experience with Access medical terminology hosting trainee and faculty visitors.
• Experience using QGenda scheduling software and MedHub evaluation software.
• Background working with adult learners within a medical education setting.

This position is hybrid between work from home and working in the office. When in the office requires walking across campus to different Anesthesiology office locations walking to the SoM Deans Office Doernbecher Hospital Telecommunications the OHSU Main Mail Room Peter Kohler Pavilion and other areas on the OHSU campus. This position requires occasional scheduling flexibility for early morning and/or evening meetings.