Training Program Coordinator

SUMMARY:

Under general supervision, but according to established policies and procedures, performs clerical support functions related to an in-house post-graduate training program. Utilizes a thorough knowledge of the department, Hospital and specific program to gather and interpret material, and to prepare reports and records. Assists in coordinating recruiting efforts, intern schedules and rotations, program schedules and activities, and establishment and maintenance of required filing and record

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Consistently applies the Brown Medicine values of patient care priority, dignity, collaboration, integrity and quality in support of the Brown Medicine mission to deliver compassionate, high-quality patient care, research excellence and outstanding physician education. Is responsible for knowing and acting in accordance with the Brown Medicine Compliance Program and Code of Conduct.

Consistently practices the Brown Medicine Customer Service Standards.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED:

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  Performs a variety of clerical tasks relative to collection, organization, preparation, distribution and record keeping of large volumes of information necessary to meet recruiting documentation and information requirements of in-house post-graduate training program specifications.

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  According to specific guidelines, assembles literature to be sent out to recruit programs participants. May compose and type introduction letters, forms and other descriptive literature to be included in the recruiting package. Mails information to designated institutions.

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  Receives telephone and written inquiries about the program or request for application. Gathers required documents and forwards to requestor. According to established guidelines, screens compiled applications for adherence to standard requirements. May research files to secure additional pertinent information to be included with application for review by supervisor and/or other designated reviewers.

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  Orders and distributes such as correspondence, forms, statistical analyses, agendas and reports, including large volumes of material related to program content and purpose prepared for faculty advisors, program members and regulatory or accrediting agencies.

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  May maintain petty cash funds, distributing monies as authorized and maintaining appropriate records. May receive and deposit application or registration fees to designated account.

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  Utilizing a thorough knowledge of the Hospital, department and program acts as a resource person to program participants, as well as other Hospital staff, to provide information. Acts to resolve matters on own within the scope of responsibility and authority.

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  Develops, maintains and revises as necessary records and filing system, including updating program manuals as instructed.

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  Provides functional guidance to other clerical personnel who may assist during peak periods with the preparation of correspondence, brochures and manuals.

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  Maintains program statistics as required by the Hospital and outside agencies. May tabulate data and perform some statistical analyses to prepare recruiting reports. May maintain participant-related expense data such as telephone, travel, etc.
• Maintains department library, ordering books and journals as directed or assisted in document research.

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  Work requires, in addition to the skills normally obtained through completion of a high school education, up to one year of specialized training including course work in correspondence typing and general business procedures, or the equivalent.

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  Analytical ability to locate, research and interpret data.

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  Knowledge of creation of CV’s and Faculty Bio sketches

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  Organizational skills to gather, assemble and maintains data from a variety of sources.

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  Proficient typing skills to prepare a variety of materials such as correspondence, forms, and manuals.

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  Good knowledge of English grammar, punctuation and spelling to complies and edit written materials.

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  Interpersonal skills to effectively interact with all levels of Hospital personnel and persons outside the Hospital

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  Performs other related duties as required.

EDUCATION AND EXPERIENCE:

Six to twelve months experience on the job training and experience to become familiar with the department’s policies and procedures.