Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
This position is full-time and works approximately 40 hours per week.
Department Name/Job Location:
This position is in the Department of Internal Medicine, Division of Oncology. This position is for the Medical School Campus.
Assists Program Director and Program Coordinator with day-to-day functions of the fellowship program. Provides administrative support to Program Director.
PRIMARY DUTIES & RESPONSIBILITIES:
Provides primary administrative support to Program Director for fellowship program and clinical responsibilities.
Fields requests for appointments. Maintains physician calendar in conjunction with Program Coordinator.
Obtains physician signature on clinical documentation.
Prepares weekly patient schedules for team meetings.
Prepare and submit travel expense reports.
Prints weekly journal articles.
Sorts and reviews physician mail and faxes.
Responsible for organization and set up of weekly fellowship meetings.
Maintains fellowship meeting calendar. Keeps conference information up to date and disseminates appointments to attendees. Books conference space as warranted.
Performs set-up for several weekly fellowship conferences including computer and A/V needs, remote conferencing, and recording if applicable.
Arranges catering weekly for lunch conferences. Tracks catering orders and submits invoices.
Tracks fellow attendance at conferences.
Creates and maintains schedule for pharmaceutical displays associated with fellowship conferences. Tracks and submits display payments.
Prepares and tracks documentation for CME-accredited conferences.
Assigns and tracks evaluations of fellows, faculty members, rotations, and program.
Maintains user list in confidential evaluation software (MyEvaluations).
Assigns evaluations to fellows and faculty members according to annual evaluation schedule.
Investigates concerns, complaints, or irregularities associated with evaluation assignments.
Monitors evaluation completion rates using report in MyEvaluations.
Proctors in-training examinations for fellows. Exams occur during the final week of February and the final week of March annually.
Attends weekly meetings related to fellowship administration, including meetings with Program Directors/Coordinator, Co-Chief Fellows, and Fellowship Faculty Leaders. Attends bi-monthly Graduate Medical Education Committee Meetings, Program Coordinator Meetings, and Internal Medicine Subspecialty PD/Coordinator meetings.
Maintains changes to fellow on-call schedule. Responsible for updating schedule with any trades and for informing all necessary parties of any changes to schedule. Inputs monthly fellow call schedule into shared calendar and submits to answering service.
Maintains documentation for fellow conference travel.
Fields conference travel requests from fellows. Ensures fellows are compliant with division and program policies and procedures for allowable travel. Obtains Program Director signature for travel requests.
Processes and submits fellow travel reimbursement requests. Tracks spending towards travel fund allotment for each fellow and keeps fellow informed.
Serves as point of contact for outside learners requesting rotations on Oncology services.
Prepares rotation requests for Program Director review.
Collects and submits required documentation for rotators that are approved.
Prepares orientation guide and schedules for rotators. Provides campus tour and assists with parking arrangements.
Assists with access issues and required training or modules.
Tracks fellow compliance with required documentation including duty hours, evaluation completion, and clinic logs.
Sorts and reviews fellow mail and faxes.
Prepares and disseminates meeting minutes for monthly fellowship staff meeting.
Attends annual programmatic events, including some after-hours functions.
Assist Fellowship Coordinator in:
Setup and arrangement of annual programmatic events, including Fellow Research Symposium, Graduating Fellow Appreciation Banquet, and New Fellow Welcome Reception.
Data collection and material preparation for large programmatic meeting, including bi-annual Clinical Competency Committee and annual Program Evaluation Committee.
Candidate interview day preparation and administration.
New fellow onboarding processes
Provide coverage for fellowship-related responsibilities in Program Coordinator’s absence.
Explore institutional resources as warranted to address questions or concerns that arise from fellows or faculty members.
Serves as a liaison between other institutional departments and the fellowship program.
Equivalent of High School diploma with 2 years college or business school preferred. 3 years related secretarial experience.
Working knowledge of general office equipment including Office Suite and strong organizational skills.
High degree of initiative and self-direction essential.
Previous experience in Graduate Medical Education.
The hiring range for this position is $15.68 - $19.60 per hour.
-Retirement Savings Plan -22 vacation days -8 Paid Holidays -Sick Time -Tuition benefits for employee, spouse and dependent children -Free Metro Link/ Bus pass -Free Life Insurance -Health, Dental, Vision -Health Savings Accounts (HSA) -Long Term Disability Insurance -Flex Spending Plan -Other Benefits
Med School HR website (medschoolhr.wustl.edu)
Internal Applicant Instruction:
This position is grade G06.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplin...ary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.