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 Pediatric Rheumatology. The position is located at St. Louis Children's Hospital. This position is for the Medical School Campus.
Manage and coordinate the Rheumatology Fellowship Program. Provide administrative support to the Rheumatology division chief as well as organize and assist with division activities. Also provides administrative support to the Pediatric Department Vice-Chairman of Clinical Affairs and Strategic Planning.
PRIMARY DUTIES AND RESPONSIBILITIES:
Education Coordinator for Rheumatology Fellowship Program:
Manage fellow recruitment, process application materials, and maintain applicant files, as well as working with the ERAS and NRMP systems.
Plan and coordinate candidate itineraries, including scheduling of interviews, lunches, lodging, and manage related expenses.
Coordinate monthly conferences with faculty for Continuing Medical Education credit. Coordinate two keynote lectures by outside distinguished speakers including itineraries, lodging, ground transportation, lunches with trainees and students.� Make arrangements for meeting spaces and use of audio-visual equipment as needed.
Coordinate new fellow division orientation including creating and updating binders.� Register new fellows for departmental orientation.� Work with other OSH for credentialing purposes.
Coordinate and schedule Scholarship Oversight Committees per ABP guidelines.
Organize and participate in the Program Committee Meeting and the Clinical Competency Committee Meeting required by ABP, as well as attend the GMEC meetings.
Initiate and track faculty and fellow evaluations and program evaluations in computer system including� fellows’ monthly duty hour assessments, and other periodic evaluations as required by the ABP.
Prepare correspondence for licensing, society memberships, board applications, etc.
Correspond with ACGME, GME, ABP as needed to ensure and maintain compliance with accreditation.
Maintain databases required for fellowship/residency programs (WebADS, FREIDA and New Innovations).
Verify for accuracy and process check requests, travel advances, and travel reports of division faculty and fellows and obtain approval from Division Chief then submit to accounting unit.
Plan and implement completion-of-fellowship activities, including certificates.
Coordinate annual lectures, and awards including booking meeting spaces and catering reservations.
Prepare and route offer letters.
Coordinate SITE visits with the ACGME for accreditation, as well as internal site visits with the university GME office.
Assistant to Division Chief.
Maintain calendar for division chief including conferences, lectures, group meetings, appointments, and clinical attending schedules.
Maintain travel files and make travel arrangements, lodging, and registrations for division chief.� Verify for accuracy and process check requests, travel advances, and travel reports of division chief.
Type, proofread for accuracy, and maintain files of correspondence, memos, and itineraries for division chief.
Prepare and update attending schedules in computer system.�
Prepare, and update curriculum vitaes and bio-sketches for division faculty and fellows in computer system.
Schedule and organize the division retreat, conferences, and seminars and other division activities.
Assist in preparation of annual report for division in computer systems in coordination with the Division Director, Director of Clinical Operations, and Senior Research Administrator.
Maintain files on all faculty including confidential tenure and promotion packets.
Obtain rotating students evals from faculty and enter them into the ESS system.
Assist PI with calendar.
Vice-Chair of Clinical Affairs and Strategic Planning support:
Prepare materials for conferences, lectures, group meetings, and appointments.
Maintain travel files and make travel arrangements for Vice-Chair.
Type and maintain files of correspondence, memos, and itineraries.
Prepare, proofread for accuracy, and update curriculum vitae and bio-sketch in IS system.
Assist with preparation of manuscripts and grant proposals.
Maintain Vice-Chair calendar including scheduling of meetings, appointments, lectures, travel, and clinical attending schedules.
Maintain faculty files including highly sensitive appointments and promotions packets.
Equivalent of Associate’s degree with 2-4 years experience in administrative support.
Experience in university/medical environment preferred.
Ability to work independently with minimal supervision, be organized self-motivated, resourceful and have the ability to prioritize and meet deadlines.
Have good written and oral communications, knowledge of medical terminology.
Ability to type 60 wpm and to use normal office equipment e.g. dictaphone, typewriter, fax, PC, word processing, software, etc.
The hiring range for this position is $18.80 - $23.99 per hour.
-Retirement Savings Plan -22 vacation days -10 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
HR website (hr.wustl.edu)
Internal Applicant Instruction:
This position is grade G08.
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 interdisciplinary 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.