Terms of Reference: Program Coordinator
Position Overview: King Faisal Hospital Rwanda Foundation is recruiting a Program Coordinator, 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.
Contract Duration: One-year with the possibility of renewal
Reports to: Head of Departments, UR-SMP
Roles & Responsibilities
Fellowship recruitment
- Assist fellowship director in reviewing, screening, and evaluating fellows’ applications for competitiveness for their respective program requirements
- Oversee coordination of all fellow 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 Fellow training program 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 conduct, leave applications, etc.
- Oversee travel authorization and reimbursement for external rotations for fellows including visa processing
- Coordinate all aspects of fellow graduation including final summative evaluations.
Administrative support
- Liaison and communicate with all appropriate UR offices, teaching hospital sites, and partnering hospitals, fellows, and faculty
- Monitor and facilitate Fellowship Directors and organize review committee meetings
- Assist the Fellowship Director in compiling and submitting reports to UR and HRH
- 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
Quality assurance of the program
- Assist in the development of new or revised policies that will facilitate 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 Clinical Competency Committee meetings for Milestone assessments of fellows/fellows
Qualifications
- Must have 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 complete this form by Friday, February 9, 2024 at 23:59 CAT. Questions can be directed to hr@kfhrf.org.
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