OHSU Dermatology is located in the Center for Health & Healing on the South Waterfront in Portland, Oregon. The Department of Dermatology is dedicated to providing our patients the best and most innovative dermatologic care for the broad range of skin, hair, nail, and mucous membrane disorders.

 

The Fellowship Program Coordinator serves as an administrative point person and is responsible for the technical and operational administration of three ACGME fellowship programs: Surgical Dermatology (Mohs), Dermatopathology and Pediatric Dermatology as well as departmental fellowships. This position works with the Education Manager and Program Directors to ensure the program’s compliance with national accreditation standards and acts as a liaison between the university, multiple fellowship program directors, faculty, staff, fellows, the Graduate Medical Education office, and national accreditation institutes.

 

The purpose of this position is to administer the educational and training program for all fellows in the Department of Dermatology this position provides day-to-day administration of educational activities, including administrative support for multiple fellowship program directors.

 

This person will have a high degree of initiative and independent judgment in organizing and independently prioritizing work, establishing procedures and systems, and ensuring an orderly and timely workflow. The Program Coordinator will act for and make decisions in the absence of program directors, within prescribed limits of authority.

Fellowship Coordinator

• Administrative and technical support for ACGME and non-ACGME fellowship programs. Including ACGME, ABD, ABP and MedHub.
• Works closely with Program Directors and Education Manager to provide support for all aspects of fellowship including but not limited to recruitment, visiting residents, orientation of visiting residents and new fellows, facilitation of reimbursement for classes/CME/travel (including tracking AY costs), coordination of educational and clinical schedules, and ACGME/ABD/ABP/GME-related tasks.
• Assists with management of contracts and PLA tracking for fellows and visitors.
• Responsible for clinical, educational and work hour tracking, evaluation distribution, and other MedHub data entries with accuracy.
• Maintains proficiency in accreditation, specialty board and institutional policies. Responsible for completion and submission of all accreditation reports and forms to OHSU GME, ACGME, ABD and ABP.
• Manages and attends all fellowship evaluation committee meetings, tracks annual curriculum review, completes and ensures accuracy of annual accreditation meetings. Prepare documentation for GME and other boards of annual program evaluation meetings.
• Initiates and tracks residency and employment verification for incoming fellows. Complete fellowship verification for current and past trainees.
• Communicate with faculty, fellows and staff about departmental policies and procedures. Including verbal, written communication.
• Maintain accurate files for fellows, applicants and visitors.
• Other duties as assigned related to education

Volunteer & Visitors facilitator/Department/Faculty Administrative Support

• Manage all Visitors and Volunteers in the Department with OVV and Department of Dermatology.
• Communicate with faculty, fellows and staff about departmental/OHSU OVV policies and procedures. Including verbal, written communication.
• Facilitate affiliate faculty of the department with Education Manager, Department Administrator and Department Chair.
• Technical support for VA badge & computer access support for faculty
• Technical Spoke Mobile contact for department faculty
• Support assigned faculty with license renewal and annual renewal tasks. process assigned faculty reimbursements (travel/conferences/publications)
• Other duties as assigned related to department administrative needs.

Support Continuing Medical Education activities

• Export reports and organize quarterly CME certificates.
• Track and report education program data for online learning activities.
• Send reminder e-mails for recurring monthly education webinars and manage attendee lists.
• Attend CME trainings and meetings as scheduled by OHSU CME office.
• Support departmental in person or virtual CME events.

Other administrative tasks as assigned by Education Manager 

• Three years of experience administering or coordinating parts or subsets of a project or program.

• A bachelor’s degree in Business Administration, Management, Public Administration, or a field directly related to the position will substitute for two years of the required experience.

   

  • Note: preference in hiring may be given in a special area specific to the position opening.

• Must be proficient in all Microsoft Office applications, specifically Microsoft Word, Powerpoint, Access, Excel and Outlook.

• Must be proficient in copying and storing important and confidential files on network drives.

• Must be able to create presentations and reports rich in data/visuals from scratch for faculty and administration.

• PC/Mac computer literate, email, word processing, spreadsheets, windowing environment.

• Must be meticulously organized.

• Must be able to perform transcription from dictations, written notation or telephone.

• Good problem solving skills and self starter.

• Able to get along with a wide variety of personality types. 

• Demonstrated ability to maintain confidentiality and exercise professional judgment and discretion.

• Exemplary customer service skills. 

• Strong time management and organizational skills.

• Superior written and verbal communication skills.

• Ability to create professional letters, spreadsheets, and presentations.

• Ability to deal with confidential information. 

• Ability to perform the job duties with or without accommodation.

• Minimum of 2 years working in a health care, education or grant writing.
• Knowledge of OHSU processes (i.e. procurement, Oracle, MedHub, Kronos) is desirable. High level proficiency with Excel.  
• Proficient knowledge of English grammar, spelling, and punctuation to compose and edit business documents and materials.

• This position is located on the 16th floor at the Center for Health and Healing at the South Waterfront. Involves frequent participation in evening and weekend events. Some travel may be necessary; must possess valid driver license and access to vehicle.
• Travel to campus as-needed (average 1x/week), occasional evenings/weekends

We are Oregon's only public academic health center.

In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington.

All are welcome.

OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply.

To request reasonable accommodation, contact askhr@ohsu.edu