Departmental Support (40%)
- Provide comprehensive administrative support to department leadership and assist other faculty members based on departmental needs.
- Act as the initial point of contact for the department, presenting oneself professionally and ensuring a positive representation of the team.
- Handle telephone communications with politeness and professionalism, screening callers, relaying messages, and welcoming visitors.
- Manage incoming correspondence by opening, sorting, prioritizing, and distributing materials efficiently.
- Serve as a liaison between the department and EVMS Medical Group, as well as off-site healthcare facilities, to coordinate the credentialing process for new clinical providers and facilitate securing hospital privileges.
- Maintain organized files containing all relevant materials, including confidential information, such as correspondence, contracts, and meeting materials.
- Prepare presentations for departmental leadership using formats like PowerPoint, ensuring a polished and informative visual representation.
- Undertake additional duties and special projects as assigned to fulfill the evolving needs of the department.
Division Chief Support (30%)
- Provide dedicated administrative support to the Infectious Disease (ID) Division Chief, ensuring seamless operation of daily activities.
- Act as the primary point of contact for internal and external inquiries directed towards the Division Chief, demonstrating professionalism and discretion in all interactions.
- Manage the Division Chief's calendar, schedule appointments, and coordinate meetings, ensuring efficient use of time and resources.
- Screen and prioritize emails, phone calls, and correspondence on behalf of the Division Chief, handling routine matters independently and flagging important issues.
- Prepare and edit documents, reports, and presentations for the Division Chief, utilizing tools such as Microsoft Office, particularly PowerPoint.
- Assist in the preparation and organization of materials for divisional and departmental meetings, maintaining accurate records and confidential information.
- Coordinate travel arrangements, accommodations, and itineraries for the Division Chief as needed.
- Serve as a liaison between the Division Chief and other departmental staff, facilitating communication and collaboration.
- Support the Division Chief in academic and research-related activities, including assistance with Letters of Recommendation for students, research project coordination, and grant application preparation.
- Collaborate with EVMS Medical Group and external healthcare facilities to ensure the smooth credentialing process for the Division Chief and other clinical providers within the ID Division.
- Manage special projects assigned by the Division Chief, demonstrating flexibility and adaptability to meet evolving departmental needs.
Residency Program Specialist (30%)
Appointments and Credentialing
- Manage appointment, credentialing, and orientation processes for incoming trainees, ensuring compliance with program-specific requirements (e.g., ACLS, PALS, simulation training)
- Coordinate with the Office of Graduate Medical Education to address questions regarding visas
- Assist the PD in completing EVMS Verification Forms, final evaluation letters, and manage trainee exit process
- Submit data for completion of training certificates in collaboration with the Office of Graduate Medical Education
Committee Membership
- Program Clinical Competency Committee
- Program Education Committee (PEC)
- EVMS Program Administrators Council
- Other as applicable for position responsibilities
Database Management
- Internal: Manage New Innovations Residency Suite, ACGME ADS, and oversee data collection for accreditation reports and Well-Being Index requirements
- External: Manage specialty-required procedure logger, databases, GME Track, NRMP, and other external databases, including data collection and reporting for certifying examinations
Educational and Curriculum Development
- Schedule and coordinate teaching conferences, distribute schedules for didactic and clinical conferences
- Staff Program Education Committee meetings, provide input into competency-based goals and objectives, and develop curriculum documents
Evaluation
- Assist PD in developing and administering competency-based program evaluations through New Innovations
- Coordinate feedback to faculty, ensure timely return of evaluations, and summarize and provide trainee evaluation summaries
- Enter Clinical Competency Committee milestone evaluation results into ACGME Accreditation System
- Coordinate trainee semi-annual reviews and assist PD in the Annual Program Evaluation (APE) process
Faculty Affairs and Development
- Oversee planning and implementation of faculty development activities, train faculty on program’s evaluation methods
- Track and document faculty attendance at professional development activities, ensure program faculty have required credentials and update CVs annually
Files and Financial
- Maintain educational files for current trainees and alumni, archive alumni trainee files, and coordinate alumni follow-up surveys
- Maintain trainee database and hard copy files
- Maintain and submit New Innovations resident scheduling system, ensure intern/resident/fellow scheduled assignments match funding allocations
- Assist in GME budget management if desired, track intern/resident/fellow leave, and process reimbursement requests
Professional Development
- Attend GME Program Administrators Council meetings and Virginia Residency Administrators Statewide meeting
- Collaborate with colleagues in EVMS Office of Graduate Medical Education, attend ACGME conference within a five-year period, and attain TAGME certification within 2 years in position
- Engage in educational research and submit posters/papers to meetings
Program Accreditation and Compliance
- Develop working knowledge of accreditation policies and procedures, assist in developing program policies to meet accreditation requirements
- Maintain essential documents for compliance, ensure intern/resident/fellow compliance with New Innovations Duty Hour reporting
- Report activities to address accreditation citations or concerns regularly
- Coordinate and participate in Self-Study team, manage ACGME Self-Study site visit
- Upload necessary accreditation materials to ADS, prepare and update Program Letters of Agreement with participating sites
- Ensure annual meetings occur between PD and educational site directors at each participating institution
Recruitment, Orientation, and Supervision
- Establish policies and procedures for recruitment, update and manage program information in ERAS, NRMP, or other specialty match
- Oversee development and maintenance of recruitment materials, manage interview process, and submit NRMP Rank Orders Lists
- Ensure entering trainees complete EVMS GME On-Line Orientation and attend EVMS GME On-Site Orientation, plan, organize, and schedule program-specific entering trainee orientation
- Process vacation/leave request forms, report Family Medical Leave Request to Human Resources, process moonlighting request forms, and serve as supervisor for additional program staff if applicable
Trainee Schedules
- Develop and maintain trainee schedules, including annual rotation schedules, call schedules, and clinical schedules
- Communicate schedules to participating institutions and paging operators, approve revisions to schedules, and advise and counsel trainees concerning specialty board educational requirements
- Coordinate information and activities with other services, sites, departments, including rotation/call schedules, evaluations, conferences, interviews, room/course scheduling
- Manage off-site rotation schedules (participating institutions and away rotations)