Job description

Fellowship and Administrative Coordinator

SUMMARY

The Fellowship Administrative Coordinator provides administrative assistance to support the Physician Assistant/Nurse Practitioner Fellowship program. This support may take the form of clerical duties, bookkeeping duties, scheduling/planning/setups for meetings, coordination of mailings, special projects, etc. The person in this role will communicate regularly with multiple internal departments and external resources. They will engage in phone and email communication with PA/NP fellowship candidates and PA/NP students. They will be required to handle sensitive and proprietary information with the highest level of confidentiality. The Fellowship Administrative Coordinator may also perform other job duties as required or assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Examples of job duties include but are not limited to:
1. Schedules and organizes complex activities such as meetings, trainings, travel, conferences, and company activities.
2. Creates materials for meetings or presentations, such as PowerPoint presentations or handouts.
3. Develops system for maintaining information and sourcing of Fellows in such a way as to be quickly retrieved, organizing and prioritizing large volumes of information in a logical manner. The following are examples:
a. organization of perspective fellowship candidates’ information for future cycles
b. organization of applicant information during application cycle
c. organization of contact information of current fellowship class
d. liaison for members of current fellowship class to corporate departments
e. organization of clinical schedule for current fellowship class
i. coordinate based on preceptors’ preferences in different regions
f. organization of didactic schedule for current fellowship class
g. communication and coordination with both internal and external resources for specialty discussions and trainings for current fellowship class
h. assist in distribution and mailing of training and educational materials
4. Professionally handles incoming and outgoing calls, prioritizing as necessary.
5. Acts as a liaison with other individuals, departments, or outside entities.
6. Moves projects forward, either working independently and as part of a team.
7. Handles general correspondence with little oversight and the highest level of accuracy.
8. May perform other duties or special projects as required or as assigned.
9. direct email and phone communication with perspective fellowship candidates to describe details of training program
10. Manages onboarding work streams of various departments for new Fellows, including human resources, credentialing, compliance, and operations.
11. Coordinate check-ins and follow up with recent fellowship graduates and their supervising physicians
12. Direct email and phone communication with perspective PA/NP students and their program directors to help set up clinical rotations with ADCS and their programs
13. Organization of training schedule for rotating PA and NP students within ADCS
a. coordinate based on preceptors’ preferences in different regions
14. Other duties as assigned

KNOWLEDGE, SKILLS, AND ABILITIES

1. Skilled with Microsoft Office programs.
2. Ability to multitask and handle a number of ongoing projects at various levels of completion.
3. Decision-making capabilities.
4. Detail oriented.
5. Able to work collaboratively with others. Customer service focused
6. Must be able to perform support duties with minimal oversight.
7. Able to communicate effectively with all levels within the company, both orally and in writing.

PROFESSIONALISM

• Projects a professional manner and image at all times.
• Adheres to ethical principles; recognizes and respects cultural diversity.
• Demonstrates initiative and responsibility.
• Prioritizes and multi-tasks; manages time efficiently.
• Works as a team member; adapts to change.
• Effective, clear, and persuasive oral and written communication skills with individuals and groups; adapts communications for optimal understanding.

EDUCATION

• Associate degree or higher required.

EXPERIENCE

• 1-year relevant experience (required)
• Healthcare-related experience (preferred)
• Excellent MS Office capabilities

LICENSURE/CERTIFICATIONs REQUIREMENTS

None

MATHEMATICAL SKILLS

To the level required to perform the duties of this position, the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent, and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply understanding to carry out instructions furnished in written, oral, or diagram form. Ability to manage complications involving several variables in standardized situations.

WORK ENVIRONMENT AND CONDITIONS

Work is typically performed in an office environment. Involves frequent telephone contact with internal and external customers. Requires the ability to work in a demanding environment, to work a flexible schedule, and to effectively resolve conflicts as they arise.

PHYSICAL DEMANDS

Work may require sitting for long periods, frequent standing and walking, and some bending and stooping. Occasional lifting up to 25 pounds. Requires proficient typing skills and sufficient manual dexterity to operate a keyboard, calculator, telephone, copier, and such other office equipment as necessary. Normal vision required, with or without corrective lenses. Normal hearing is required.

NOTE: This job description may not include all of the duties assigned to the employee and may be updated and modified by Management, without notice, according to the operations at any given time.

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