Terms of Reference: Program Coordinator
Position Overview: King Faisal Hospital Rwanda Foundation is recruiting five (5) Program Coordinators, who will be seconded to the University of Rwanda School of Medicine and Pharmacy (UR-SMP). The coordinator establishes the schedule of departmental program activities, prioritizes program-related tasks, and ensures that the program directors are aware of important deadlines related to program activities.
The Program Coordinators will be assigned to departments, including internal medicine (1), obstetrics and gynecology (1), surgery (1), pediatrics (1), and other departments (1)
Contract Duration: One-year with the possibility of renewal
Reports to: Department Chair, School Medicine and Pharmacy, University of Rwanda-College of Medicine and Health Sciences
Roles & Responsibilities
Recruitment of fellows and/or residents:
- Assist the program directors in reviewing, screening, and evaluating fellows/residents’ applications for competitiveness for their respective program requirements.
- Oversee coordination of all fellow/residents’ interviews and communication with applicants.
- Prepare recruitment-determine interview dates, schedule interviewers, etc.
- Assist during interview days by developing itineraries, greeting, and providing an overview of the program.
Enhance the fellowship and residency training programs’ success:
- Facilitate the development of academic yearly schedules for each program.
- Clearly outline modules, faculty responsible for each module, rotations across sites, (in and off-service rotations, external rotations).
- Plan, organize, and schedule new fellows’ departmental onboarding, orientation, and required documentation.
- Facilitate the development of student and faculty policies, students’ handbooks with code of conducts, leave applications, etc.
- Oversee travel authorizations and reimbursements for external rotations for fellows including visa processing.
- Coordinate all aspects of fellows/residents’ graduation including final summative evaluations.
Quality assurance of programs
- Assist in the development of new or revised policies that will support the programs.
- Monitor and evaluate clinical experience and education for accuracy, violations, and trends and follow up as appropriate
- Monitor program information in new innovations to ensure accuracy and completeness.
- Complete and update annual program information for professional organizations certification.
- Coordinate program evaluation meetings for milestone assessments of fellows/residents.
Administrative support:
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- Liaise and communicate with all appropriate UR offices, teaching hospital sites, and partnering hospitals, fellows, and faculty.
- Monitor and facilitate fellowship/residency program directors and organize review committee meetings
- Assist the Fellowship/Residency Program Director in compiling and submitting reports to UR.
- Oversee coordination and administration of in-training examinations.
- Coordinate and distribute rotation, call, and didactic schedules.
- Utilize student management systems to record and review all student training experience, e.g., demographics, scholarly activity (including faculty), procedure certification, performance/semi/summative evaluations, block/shift/clinic schedule, and duty hours.
- Distribute composite photos for upcoming academic year fellows and update departmental website.
- Coordinate semi-annual fellowship cross stakeholder meetings.
- Any other duty that may be assigned by Department Chair and/or Program Director.
Qualifications
- A bachelor’s degree in any health-related discipline and a master’s degree in Administration and/or Management.
OR
- A bachelor’s degree in any discipline and a master’s degree in a health-related discipline such as a Master of Public Health and comparable degrees.
Experience
Minimum of 3-5 years of office administration experience, preferably in a healthcare and/or education setting with proven ability to coordinate complex projects or tasks.
Skills, Abilities, Competencies Required
- Excellent written and verbal communication skills.
- Ability to organize information.
- Ability to handle sensitive information with absolute confidentiality.
- Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint.
- Ability to make decisions independently or to escalate issues as needed.
How to Apply
Interested candidates should submit a cover letter and CV to hr.kfhrf@gmail.com with a copy to kara.neil@kfhkigali.com and to dean.somp@ur.ac.rw by Monday, January 23, 2023 at 23:59 CAT.
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