Administrative Manager, Fellowship Program - Hematology & Medical Oncology

About the job

Description

The Tisch Cancer Institute (TCI) is a vital component of the Icahn School of Medicine at Mount Sinai Hospital and plays a key role in the Mount Sinai Health System, which is one of the largest health care systems in the nation. We are a National Cancer Institute (NCI)-designated center and provide a multidisciplinary approach to cancer treatments and clinical breakthroughs that may one day put an end to cancer.

Working with the Fellowship Program Director and the Administrative Director for Education, the Administrative Manager is responsible for the day-to-day administrative and operational management of the ACGME accredited Hematology and Medical Oncology fellowship training program, while ensuring compliance with ACGME institutional and program specific requirements. The Administrative Manager serves as one of the primary contacts to ensure an integrated and coordinated office by coordinating with the GME Office, Faculty, Attending Physicians, fellows (trainees) and other institutional officials as part of the training program leadership team. This is a senior level management position.

Responsibilities

Administration

• Provide overarching administrative support to Fellowship Program Director
• Maintain ongoing communication with program directors and program team, fellows, faculty and departments
• Act as a liaison between faculty, fellows, GME Office and hospital administration
• Ensure compliance with procedures for the personnel administration for fellows, including appointments, terminations, contracts, moonlighting, visas, LOAs, PTO/wellness requests, duty hours and credentialing of trainees. Ensures compliance with federal, state and local regulations
• Prepare and update rotation schedules for trainees, enters and maintains schedules in New Innovations, and assures accurate data to support information for institutional cost report for GME reimbursement
• Process paperwork for visa requests, in conjunction with the GME office
• Perform Match responsibilities and correspond with newly matched residents about requirements and process for appointment to Mount Sinai and other participating training sites
• Maintain the Electronic Residency Application System (ERAS) database and oversee its processes during the Fellowship recruitment season
• In collaboration with Chief Fellows, enter call schedule information into AMION in a timely manner to meet program and institutional needs
• Provide assistance to other members of the Fellowship team, as needed
  
  

Meetings and Events

• Organize department-level trainee orientation
• Schedule and attend weekly Fellow Leadership Meetings
• Schedule and manage paperwork and processes for key administrative meetings through the fellowship year, including Research Advisory Committee (RAC), Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC) meetings
• Plan program annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events
• Attend regular meetings with Program Director and Administrative Director for Education, as needed
  
  

Program Accreditation

• Maintain current knowledge of ACGME and institutional training requirements
• Manage the evaluative processes of the trainees, program, faculty, and rotations in compliance with ACGME expectations
• Collect information from faculty and residents for the WebADS Annual Update
• Assist in the preparation of documentation for periodic program re-accreditation applications and site visits
  
  

Documentation and Records

• Maintain records of fellow compliance with institutional and GME requirements
• Report program data, as needed, to GME office, TCI, ACGME and other organizations
• Maintain databases with resident and faculty data, including New Innovations
• Maintain attendance records for program trainees, including sick time, vacations, personal and holidays and monitors compliance with time requirements for completion of training as determined by specialty board
• Manage budget and process fellow reimbursements from department and GME funds.
  
  

Other

• Facilitate and conducts training for other fellowship staff to carry out departmental programs and services
• Monitor work space utilized by program trainees; identifies any outstanding maintenance issues and need for updated equipment
• Create and/or maintain external program advertising/media through program websites, brochures, publications and other such media, working closely with website team
• Perform other related duties
  
  

Qualifications

Minimum Qualifications:

• Bachelor’s degree in business or public administration or related field
• 8+ years’ experience in an administrative or management capacity
  
  

Desired Qualifications

• Work experience in an ACGME-accredited residency/fellowship program and/or within an academic medical center
• Experience with New Innovations (fellowship management system)
• TAGME Certification
  
  

General Skills:

• Strong leadership and problem-solving skills
• Excellent written, oral and interpersonal communication skills
• Extremely organized with excellent attention to detail
• Knowledge of operational analysis and decision-making techniques for resource allocation and organizational effectiveness
• Ability to manage changing priorities and competing deadlines
  
  

Employer Description

Strength Through Diversity

The Mount Sinai Health System believes that diversity, equity, and inclusion are key drivers for excellence. We share a common devotion to delivering exceptional patient care. When you join us, you become a part of Mount Sinai’s unrivaled record of achievement, education, and advancement as we revolutionize medicine together. We invite you to participate actively as a part of the Mount Sinai Health System team by:

• Using a lens of equity in all aspects of patient care delivery, education, and research to promote policies and practices to allow opportunities for all to thrive and reach their potential.
• Serving as a role model confronting racist, sexist, or other inappropriate actions by speaking up, challenging exclusionary organizational practices, and standing side-by-side in support of colleagues who experience discrimination.
• Inspiring and fostering an environment of anti-racist behaviors among and between departments and co-workers.
  
  

We work hard to acquire and retain the best people and to create an inclusive, welcoming and nurturing work environment where all feel they are valued, belong and are able to professional advance. We share the belief that all employees, regardless of job title or expertise contribute to the patient experience and quality of patient care.

Explore more about this opportunity and how you can help us write a new chapter in our history!

“About the Mount Sinai Health System:

Mount Sinai Health System is one of the largest academic medical systems in the New York metro area, with more than 43,000 employees working across eight hospitals, more than 400 outpatient practices, more than 300 labs, a school of nursing, and a leading school of medicine and graduate education. Mount Sinai advances health for all people, everywhere, by taking on the most complex health care challenges of our time — discovering and applying new scientific learning and knowledge; developing safer, more effective treatments; educating the next generation of medical leaders and innovators; and supporting local communities by delivering high-quality care to all who need it. Through the integration of its hospitals, labs, and schools, Mount Sinai offers comprehensive health care solutions from birth through geriatrics, leveraging innovative approaches such as artificial intelligence and informatics while keeping patients’ medical and emotional needs at the center of all treatment. The Health System includes approximately 7,400 primary and specialty care physicians; 13 joint-venture outpatient surgery centers throughout the five boroughs of New York City, Westchester, Long Island, and Florida; and more than 30 affiliated community health centers. We are consistently ranked by U.S. News & World Report's Best Hospitals, receiving high "Honor Roll" status, and are highly ranked: No. 1 in Geriatrics and top 20 in Cardiology/Heart Surgery, Diabetes/Endocrinology, Gastroenterology/GI Surgery, Neurology/Neurosurgery, Orthopedics, Pulmonology/Lung Surgery, Rehabilitation, and Urology. New York Eye and Ear Infirmary of Mount Sinai is ranked No. 12 in Ophthalmology. U.S. News & World Report’s “Best Children’s Hospitals” ranks Mount Sinai Kravis Children's Hospital among the country’s best in several pediatric specialties. The Icahn School of Medicine at Mount Sinai is ranked No. 14 nationwide in National Institutes of Health funding and in the 99th percentile in research dollars per investigator according to the Association of American Medical Colleges. Newsweek’s “The World’s Best Smart Hospitals” ranks The Mount Sinai Hospital as No. 1 in New York and in the top five globally, and Mount Sinai Morningside in the top 20 globally.

The Mount Sinai Health System is an equal opportunity employer. We comply with applicable Federal civil rights laws and does not discriminate, exclude, or treat people differently on the basis of race, color, national origin, age, religion, disability, sex, sexual orientation, gender identity, or gender expression. We are passionately committed to addressing racism and its effects on our faculty, staff, students, trainees, patients, visitors, and the communities we serve. Our goal is for Mount Sinai to become an anti-racist health care and learning institution that intentionally addresses structural racism.”

EOE Minorities/Women/Disabled/Veterans

Compensation

The Mount Sinai Health System (MSHS) provides a salary range to comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $58661 - $146000 Annually. Actual salaries depend on a variety of factors, including experience, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.