Sr Administrative Assistant, Peds Emergency Medicine
Location: Nashville, Tennessee
Admin / Clerical
Internal Number: 2112550
Sr Administrative Assistant for PEM Fellowship
Job Description: This position will serve as part of the administrative team for Pediatric Emergency Medicine (PEM). Strong written and oral communication skills are required. The individual will work directly with the multiple physician leaders in the area. This individual will provide key stakeholder a wide range of support, including assistance and management of the applications, interview and recruitment process for students, residents and fellows and any ad hoc projects as needed.
When it comes to our children, there are no simple emergencies. The Pediatric Emergency Department can be stressful, intimidating and anxiety-inducing for our patients and families. Our mission within the Division of Pediatric Emergency Medicine is to provide 24/7 compassionate, courteous, family-centered pediatric emergency care while engaging in academic activities, medical education, and nationally-renowned quality improvement and clinical research.
Our Children's Hospital Emergency Department has 42 beds and serves over 47,000 patients each year. Designed to treat the most severe, life-threatening traumatic injuries, we are staffed with board-certified physicians in pediatric emergency medicine. These physicians have received specialized training in treating children with a wide range of medical, surgical and traumatic conditions. Our trauma center has been verified by the American College of Surgeons and is the only Pediatric Level-1 Trauma Center within 150 miles of Nashville. Our around-the-clock services include access to all pediatric subspecialties.
Full Time/Non-Exempt Position
Click here to view how Vanderbilt Health employees celebrate the difference they make every day:
Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded and your abilities challenged. It is a place where your diversity -- of culture, thinking, learning and leading -- is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt's mission is to advance health and wellness through preeminent programs in patient care, education, and research.
VUMC Recent Accomplishments
Because we are committed to providing the best in patient care, education and research, we are proud of our recent accomplishments:
* US News & World Report: #1 Adult Hospital in Tennessee and metropolitan Nashville, named to the Best Hospitals Honor Roll of the top 20 adult hospitals, 10 nationally ranked adult specialty programs, with 3 specialties rated in the top 10 nationally, Monroe Carell Jr. Children's Hospital at Vanderbilt named as one of the Best Children's Hospital in the nation, with 10 out of 10 pediatric specialties nationally ranked.
* Healthcare's Most Wired: Among the nation's 100 "most-wired" hospitals and health systems for its efforts in innovative medical technology.
* Becker's Hospital Review: named as one of the "100 Great Hospitals in America", in the roster of 100 Hospitals and Health Systems with Great Oncology Programs and to its list of the 100 Hospitals with Great Heart Programs.
* The Leapfrog Group: One of only 10 children's hospitals in the to be named at Leapfrog Top Hospital.
* American Association for the Advancement of Science: The School of Medicine has 112 elected fellows
* Magnet Recognition Program: Received our third consecutive Magnet designations.
* National Academy of Medicine: 22 members, elected by their peers in recognition of outstanding achievement
* Human Rights Campaign Healthcare Equality Index: 6 th year in a row that Vanderbilt University Medical Center was a Leader in LGBTQ Healthcare Equality.
Key Functions and Expected Performances:
1. Serves as the Pediatric Emergency Medicine fellowship coordinator.
Coordinate and execute 40+ interviews of Medical Doctor Candidates interested in pursuing PEM subspecialty training.
Serve as liaison to incoming fellows to ensure smooth transition from resident to fellow. This includes significant communication to obtain necessary documents, answer program-specific and general questions. Keep new fellows informed on key due dates for GME-related documents and times lines for start dates.
Work in conjunction with the PEM Fellowship Program leadership to ensure that the learning experiences of the Program meet the requirements of ACGME and GME. This includes new teaching opportunities, expectations for rotations, conference participation and research time.
Assist PD and Assoc. PD in the creation of the yearly PEM Fellows Conference Schedule. This includes discussing ideas for lecture topics and speakers. Follow through with contacting Faculty in other departments to extend invitations to lecture and coordinating schedules to ensure lectures are planned appropriately.
. Other responsibilities as requested, including the following:
Support division through calendar management and meeting coordination.
Responsible for procurement and reimbursement as needed by fellows and faculty.
Support PEM Research Director and PEM Fellows with various needs with research projects.
When requested, liaison with other institutions/offices to obtain various reports.
2. Act as liaison between Medical Staff/Provider Support Offices
Facilitates faculty credentialing process with internal offices to ensure all faculty comply with required regulations to be a billing provider.
Maintains appropriate documentation and coordinates renewals or new rollouts.
Ensures DEA and medical license and renewed and reimbursed as required.
Coordinates various clinical certification trainings: PALS, BLS, ACLS, ATLS
Utilize New Innovations to design and implement Fellow/Faculty evaluations.
Maintain all necessary Fellow requirements including duty hour reporting, completion of evaluations, logging of procedures and up-to-date certifications.
Coordinate Fellow monthly time off reporting in the Kronos system and maintain documentation, including FMLA reporting.
Assist PD and Assoc. PD in the creation of yearly rotation schedules. Liaison with outside departments to coordinate rotation schedules of PEM Fellows.
Work with individual fellows in the control of travel expenses and reimbursement of Continuing Medical Education funds, which includes communication regarding allowable purchases and expensing items to ensure reimbursement.
Manage the budget for fellowship interviews and monitor overall fellow cost of practice center.
High School Diploma or GED (or equivalent experience) and 4 years relevant experience. (**strong work-ethic, with a proactive, positive disposition, excellent communication skills (both oral and written) and commitment to high quality results strongly preferred**)
Vanderbilt University Medical Center is home to Vanderbilt University Hospital, The Monroe Carell Jr. Children’s Hospital at Vanderbilt, the Vanderbilt Psychiatric Hospital and the Vanderbilt Stallworth Rehabilitation Hospital. These hospitals experienced more than 61,000 inpatient admissions during fiscal year 2015. Vanderbilt’s adult and pediatric clinics treated nearly 2 million patients during this same period. Vanderbilt University Hospital and the Monroe Carell Jr. Children’s Hospital at Vanderbilt are recognized again this year by U.S. News & World Report’s Best Hospitals as among the nation’s best with 18 nationally ranked specialties. Vanderbilt University Medical Center is world renowned because of the innovation, work ethic and collegiality of its employees. From our health care advances to our compassionate care, Vanderbilt owes its accomplishments and reputation to staff and faculty who bring skill and drive and innovation to the medical center day after day. World-leading academic departments and comprehensive centers of excellence pursue scientific discoveries and transformational educational and clinical advances across the entire spectrum of health and disease.As t...he largest employer in middle Tennessee, we welcome those who are interested in ongoing development in a caring, culturally sensitive and professional atmosphere. Most of us spend so much of our lives at work, we want to be part of maintaining a workplace in which people support one another and encourage reaching for excellence. Many high-achieving employees stay at Vanderbilt because of the professional growth they experience and because of their appreciation of Vanderbilt’s benefits, public events and discussions, athletic opportunities, beautiful setting and, above all, sense of community and purpose.Vanderbilt and its employees share a set of mutual expectations that have been created with productivity, legality, fairness and safety always in mind. We believe that our investment in training and compensating employees multiplies in value when we enable individuals to deliver their best performance for the benefit of us all.