Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
This position is full-time and works approximately 40 hours per week.
Department Name/Job Location:
This position is in the Department of Pediatrics.� The position is located at St. Louis Children's Hospital.� This position is for the Medical School Campus.
Coordinates and manages overall daily project operations for the Community Outpatient Practice Experience (COPE) program under the direction of Associate Residency Program Director, COPE and Manager of Academic Programs.
PRIMARY DUTIES AND RESPONSIBILITIES:
Manage all COPE-related operations.� These responsibilities include but are not limited to:
Manage COPE database for 100+ residents; ensure program meets ACGME quality standards
Document and track all COPE data maintaining records, files and correspondence
Manage COPE database; assign ICD.9 codes as required; assist support staff in data extraction, prepare reports
Maintain and distribute quarterly reports and summaries
Monitor all COPE-related files, manuals and records, regularly re-evaluating data handling and tracking system, revising as necessary
Travel to COPE offices when necessary
Monitor COPE budget
Assist COPE Director and Residency Manager with monitoring overall program budget
Ensure budgetary guidelines for project costs and expenses
Process and document all expenses related to COPE activities such as orientation, recruiting, local travel, faculty development seminars, regular meetings, COPE Director meeting expenses, license requests, catering, office supplies, etc.
Coordinate annual intern/preceptor orientation
Prepare for incoming interns: compose correspondence, packets, COPE interviews, selection/matching process
Coordinate preceptor recruitment
Work with Director to ensure preceptors are chosen and in place for new year
Coordinate and attend site visits for Director to orientate new preceptor
Coordinate and attend Faculty Development Seminars – two per year
Coordinate all facets of seminars including dates, reserving space, speakers, catering, costs, CME requirements and when necessary travel arrangements, accommodations, requesting honorariums for speakers, creating the program agenda, documenting and maintaining records of the event for future reference
Coordinate and attend yearly steering committee meeting
Plan and coordinate steering committee meetings, maintain committee member list, document and record each meeting
Coordinate quarterly and monthly reports, summaries and mileage tracking
Initiate and renew Illinois licensing for residents practicing COPE in Illinois – every six months
Keep record of Illinois COPE residents, coordinate with Illinois Department of Professional Regulation, submit renewal applications, meet deadlines
Manage program evaluations and 360 evaluations
Plan and coordinate intern and preceptor site visits
Coordinate, document and distribute each intern site visit performed by COPE Director, ensuring site visit reports are completed in a timely manner
Monitor COPE schedules
Attend Residency Program Meetings
Manage electronic COPE filing system
Plan and coordinate holiday and end-of-year preceptor gifts and certificates
Maintains future addresses of all COPE participants for future communication
Participates in the Recruitment process each year
Maintains updates to the Preceptor roster
Assist Residency Manager with program duties including file prep, meetings, reports and scheduling and other duties as assigned
Manage resident/preceptor interaction/requests, notifying COPE Director of any important issues, schedule changes or actions taken/needed, execute any tasks as directed from Residency Program Director, COPE Director, Manager of Academic Programs, special projects, etc.
Maintains attending schedules in New Innovations
Residency recruitment duties
Other duties as assigned
High school diploma or equivalent high school certification.
Two to four years of related experience.
Bachelor’s degree in a business-related field.
Experience in a medical, research or educational environment.
Experience with grants, marketing, accounting and/or budget management.
Able to exemplify project leadership.
Able to manage project independently with little to no supervision.�
Able to make appropriate decisions when necessary.
Able to prioritize workload.
Able to accomplish multiple tasks under deadlines.�
Able to ensure ACGME quality standards/guidelines.
Highly organized, dependable, and willing to offer customer service.
Team-player, flexible, problem solver.
Willing to work in a fast-paced environment with shared support staff.
Able to understand and maintain project confidentiality of files and issues.
Display professional, warm interpersonal communication skills as this person is one of the first contacts from Washington University with prospective house staff.
Supervision and presentation skills a plus.
The hiring range for this position is $19.18 - $24.47 per hour.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.