Fellowship Program Coordinator

Fellowship Program Coordinator - Stony Brook Internists, UFPC  

Location: Stony Brook, NY

Schedule: Full Time

Days/Hours: Monday - Friday; 8:30 AM - 5 PM  

Pay: $25.27 - $31.58

Our compensation philosophy aims to provide marketable compensation programs and to compensate employees based on relevant experience and education. Individual compensation discussions begin during the hiring process and may occur during job review and promotional opportunities. Salaries vary depending on experience, education and current market for the position. Human Resources determines the external and internal equitable salary for each employee. 

The above salary range (or hiring range) represents Stony Brook CPMP’s good faith and reasonable estimate of the range of possible compensation at the time of posting

SUMMARY: The Administrative Assistant/Fellowship Program Coordinator provides general secretarial, administrative and office management support to the Administrator for the physicians within the clinical practice and the Fellowship Program Director.

Job Duties & Essential Functions:

• 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.

Required Education & Qualifications:

• 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.

 Preferred Qualifications:

• 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

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with patients, staff and medical providers. The employee must be able to exchange accurate information in these situations. This position is largely sedentary and requires the employee to remain stationary for a majority of the day. Any additional physical demands will be outlined and provided by management. 

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of CPMP. 

StaffCo is a Professional Employer Organization, commonly referred to as a PEO, duly organized and registered under the New York Professional Employer Organization law. StaffCo and SUNY have entered into a professional employer agreement under which StaffCo is the employer of Stony Brook Clinical Practice Management Plan employees and responsible for all aspects of employment, including hirings, promotions, disciplines, terminations, the day-to-day direction and supervision of work, as well as labor relations and collective bargaining. StaffCo is fully responsible for providing all payroll and human resources services, including the payment of wages, collecting and reporting payroll taxes and maintaining any and all employee benefits.  SUNY Stony Brook Hospital is responsible for the operation of the hospital and provision of health care and is the co-employer as is necessary to conduct its responsibilities and for related licensure, regulatory or statutory requirements and obligations.    

Given StaffCo’s employment responsibilities, it is deemed the “employer” for employment and labor law purposes.  Thus, the employees are private sector employees of StaffCo, not public sector employees of SUNY.  The private sector nature of the StaffCo employees has been approved by NYS Civil Service and upheld in a decision by the US National Labor Relations Board. 

CPMP provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity or expression, or any other legally protected status.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall and transfer, leaves of absence, compensation and training.

CPMP expressly prohibits any form of workplace harassment based on race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity, or any other legally protected status.  Improper interference with the ability of CPMP’s employees to perform their job duties may result in discipline up to and including discharge.