The Program Coordinator will create and implement educational programs and resources.
JOB SPECIFIC COMPETENCIES:
Fellowship Program Coordinator
Coordinate onboarding and the daily administrative functions of 6 of PRIM’s Educational Programs:
1. Hospice and Palliative Medicine Fellowship
2. Cancer Rehabilitation Fellowship
3. Palliative Care Program
4. Cancer Rehabilitation Program
5. Integrative Medicine Program
6. PRIM Observers & Visiting Scientists
* Distribute weekly active trainee & application status updates to department leadership, faculty mentors, research managers and pertinent support staff.
* Serve as a backup for the department conferences, bus, grand and clinical rounds.
* New Innovations - update and maintain all evaluation forms, enter fellows block schedules, update rotator schedules, maintain attendance logs for fellows.
* Coordinate, create and distribute rotation schedules for all rotators for each program.
* Manage application processes for all candidates and complete/submit all department level forms to applicable institutional offices.
* Update department didactic calendar and educational program calendars with lectures, events, wellness activities, institutional holidays and program staff time off when applicable.
* Coordinate all efforts related to the National Residency Match Program
* Confirm and document board certification and eligibility of trainees and supporting faculty.
* Implement the non-standard program requirements for Rehabilitation Medicine preparing for ACGME certification.
* Ensure compliance with institution and sponsoring institution's educational policies.
* Prepare compliance reports and submit in a timely manner.
* Complete and submit Educational Program Agreement Contracts to Legal
* Enter rotator information into New Innovations for processing by GME.
* Facilitate department orientation of new fellows.
* Update PRIM fellowship training manuals.
* Conduct fellowship end of year duties.
* Conduct exit interviews for fellows and rotators.
* Complete certificate request.
* Coordinate graduation dinners for both fellowship programs.
Administrative Functions
* Maintain electronic personnel files for all fellows, trainees, observers, visiting scientist and rotators.
* Review candidate CVs/resumes to determine candidate eligibility for appointment.
* Communicate with applicants throughout application process.
* Adhere to GME and Research Trainee Programs (RTP) application/reappointment deadlines.
* Coordinate the departments candidate selection process by submitting candidates’ CV/Resume and PRIM General Information Form by email to all faculty and research managers.
* Provide high level administrative support for 3 fellowship program directors and program manager.
* Provide support to other department staff, as required, and provide coverage for other support staff in the event of illness or vacation.
* Prepare documents as needed for meetings, special events, and special projects.
Financial Responsibilities/Other Duties Assigned
* Manage expense reimbursements.
* Coordinate approvals from finance team for all financial transactions.
* Assist with all aspects (budget, agenda, timeline, marketing) of fellowship events. Ex: Graduation.
Other duties as assigned.
COMPETENCIES
Analytical Thinking - Gather relevant information systematically; break down problems into simple components; make sound decisions.
Business Acumen - Understand the impact of the job within the institution; have and use cross-functional knowledge to understand interdepartmental connections.
Innovative Thinking - Approach problems with curiosity and open-mindedness; offer new ideas, solutions and/or options.
Inspire Trust - Show consistency among principles, values, and behavior; gain the confidence and trust of others.
Listen to Others - Listen to feedback and input carefully; demonstrate attention to others; acknowledge and listen to differing perspectives in a group.
Oral Communication - Express ideas clearly and concisely in groups and one-to-one conversations; create an environment with open channels of communication.
Self-Confidence - Recognize own knowledge, skills, and abilities; respond to challenging situations with confidence; understand limits in self.
Strategic Thinking - Define strategic goals and issues clearly; apply broad knowledge and experience when addressing strategic issues; foresee obstacles and opportunities relating to change or improvement.
Team with Others - Initiate, develop, and manage relationships and networks; encourage collaboration and input from all team members; value the contributions of all team members; balance individual and team goals.
Technical/Functional Expertise - Demonstrate technical proficiency required to do the job; possess up-to-date knowledge in the profession; provide technical expertise to others.
Written Communication - Convey information clearly and concisely through both formal and informal documents; adapt writing style to fit the audience.
With presence, you understand that your ideas and contributions are valued. You promote the same for others. You address your own biases while promoting diversity and equity. (Competencies: Cultural Humility, Cultural Awareness, Cultural Intelligence)
With Drive, you see that you can serve as a leader whether you have a formal leadership role or not. You tackle problems, move past setbacks and hardships, and don’t lose sight of your goals. (Competencies: Self-Confidence, Analytical Thinking, Innovative Thinking, Technical Expertise)
You demonstrate Professionalism by setting the example for others and consistently modeling MD Anderson’s values and service standards. You communicate effectively in a variety of ways. (Competencies: Inspire Trust, Oral Communication, Written Communication)
Through Emotional Intelligence, you maintain awareness of your own emotions and the emotions of those around you. Use nonverbal cues and feelings to engage others in an inclusive and responsive way. (Competencies: Active Listening, Teaming, Self-Reflection)
Having Coachability means you are engaged in relentless learning. You constantly ask questions and stay curious. You understand that the organization constantly evolves, and you should as well. (Competencies: Develop Oneself, Adaptability)
WORKING CONDITIONS
Frequency
Deadlines Traveling Shift Work
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COGNITIVE DEMANDS
Analytical Ability Appropriate Behavior Attention to detail Comprehending Creativity Critical Thinking Following Instructions Giving and Receiving Constructive Feedback Interpersonal Skills Memorizing/Remembering Multitasking Oral Communication Problem Solving Performing in a Leadership Role Reading Skills/Comprehension Selective Attention Written Communication
EDUCATION: Required: Bachelor's degree in Business Administration or related field.
Preferred: Master's degree.
EXPERIENCE: Required: Three years project/program coordination experience. May substitute required education degree with additional years of equivalent experience on a one to one basis. With preferred degree, one year of required experience.
Preferred: Experience with projects/programs with the ability to work with multiple stakeholders at different levels. Experience with educational programs is a plus. Experience with creating and implementing educational programs.
It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html
