Fellowship Program Coordinator - Stony Brook Internists, UFPC

Location: Stony Brook, NY

Schedule: Full Time

Days/Hours: Monday through Friday - 8:30am to 5:00pm

• Prepares correspondences and distributes as needed.
• Prepares and submits requisitions and required documentation for payment of invoices for departmental and clinical practice expenses.
• Serves as liaison for department and clinical practice with Purchasing, Accounts Payable, and CPMP.
• Maintains attendance of department staff, physicians, and fellows.
• Maintains Fellowship Program information to fellowship applicants.
• Coordinates the fellowship application review process.
• Updates and monitors the New Innovations database to track procedure logs, duty hours, schedules, evaluations, compliance, etc.
• Provides Medical Staff Office and Medical School Dean’s Office with required documentation for each year of fellowship, inclusive of those fellows entering, being re-appointed, and completing program.
• Assists Program Director /Chairman with preparation of the accreditation review of the fellowship program.
• Maintains communication with staff of affiliate hospitals.
• Coordinates the rotation of medical students with Academic Affairs.
• Attends monthly GME meetings and Residents Review Committee meetings.
• Participates in various meetings and take meeting minutes.
• Assists Chairman’s office with onboarding new residents.
• Responsible for Fellows/Residents timekeeping via KRONOS.
• Maintains Fellows/Residents ongoing certifications.
• Participates in event planning as needed.
• Maintains Chief’s/ Faculty calendars.
• Financial reports / grants.
• Liaison with Chairman’s office regarding website content.
• Edits/Administer Divisional Newsletter.
• Maintains Alumni faculty/fellow database.
• Coordinates the processing of all Human Resource documentation related to the hiring, transfer, and termination of Fellows.
• Provides ongoing support for the Fellowship/Residency including arrangement of meetings, Webads, annual in-service exams, program reviews, site visits and other administrative functions related to the programs
• Coordinates and monitors application information and documents through the Electronic Residency Application System (ERAS) and assists program directors with recruitment process including scheduling, catering, and may include setting up interviews on a virtual format such as Zoom or Teams.
• Answers phones and general office duties
• Special projects for the Department Administrator, Chairman, and physicians.
• Performs all other duties as assigned by management.
• Assists with site visit process as necessary.

• High School or GED.
• Three (3) years of progressively responsible administrative experience of which two (2) years must be in a medical/healthcare setting.
• Proficiency in Microsoft Office, Outlook and/or Google app.
• Good interpersonal and communication (written and oral) skills.

• Associate’s degree.
• Progressive administrative experience totaling 4 or more years.
• Prior experience with databases.
• Completion of secretarial course is desirable.
• Prior experience in the academic medical center setting.
• Experience with new innovations, ERAS and knowledge of ACGME