New Faculty Recruitment
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Event
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Detail
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Timeline
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Persons responsible
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Check
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Candidate Pre-Screen and Recruitment Preparation
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Core Requirements Assessment
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Review of CV: Training, Years of Experience
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Week 1
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Division Chief
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Phone Interview
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Formal or informal phone call with Division Chief
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Reference contacts established
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Week 1
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Division Chief
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Reference Check
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One person who you report to.
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One person who reports to you.
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Colleague
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Others
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Week 1
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Division Chief
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Recruiting Packet Sent to Candidate
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Job description.
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Promotions Criteria.
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Information of practice culture (The Pledge).
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Organization & department history and strategy.
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Recent achievement in patient care, research, leadership achievements that differentiate the organization from competitors. (Wise Heart CD)
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Contact information for questions.
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Real Estate Information on city of Atlanta.
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Week 1
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Administrative Assistant to Division Chief
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Definition and Scope of Position Established
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Clinical
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Research
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Week 2
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Clinical faculty: Division Administrator
Research faculty: Lisa Carlson
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Preparation for First On-site Interview:
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Hotel Accommodations
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Flight
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Restaurant Reservations
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Create itinerary and e-mail CV with Definition and Scope of Position to interview participants
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E-mail candidate Benefits and Compensation Plan
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Week 2
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Administrative Assistant
Candidate e-mail with benefits and compensation: Chris Rayburn
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Site Visit1
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First On-site Interview:
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Formal Interview with Guide: Interviewers designated by division administrator
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Strategically Important
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Culturally Compatible
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High Performing
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Academic Performance
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Facility Tour: Emory campus and OR
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Lunch and/or Dinner
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Week 4
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Interview: as designated by division administrator
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Tour: Resident/fellow/post-op
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Lunch/Dinner: Administrator and Chief
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Second On-site Interview:
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Candidate brings wife/husband
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Staff meet candidate
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Research or hospital contacts established
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Introduce real estate agent
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Week 6
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Candidate Evaluation
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Reconcile Decision Documentation
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Within 48 hours of interview
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Administrative Assistant to Division Chief
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MD is rejected for hire:
Phone call to MD and letter of conciliation mailed
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MD is accepted for hire:
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Term Sheet is created.
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Term Sheet is extended
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IRB and e-commons account info retrieved.
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Within 72 hours of interview
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Development of term sheet: Chris Rayburn
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Communication: Division Chief
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New Faculty Onboarding
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Event
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Detail
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Timeline
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Persons responsible
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Check
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Credentialing and Activity Preparation
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Red Cap System Checklist
TEC Checklist: Lab Coat, Business Cards, etc
Master Schedule Development
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Week 0
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Vertis Walker
Karen Gines
Division Administrator
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Introduction to Department of Surgery
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School of Medicine Introduction Meeting
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Department Org Charts and Contact Names
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Routing a grant (EPEX and eCommons access)
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Conflict of Interest
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IRB and IACUC contacts
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Managing grant awards / Effort Certification
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Faculty Time Report
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Faculty Development (promotions prep, CDCR, cv)
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Expense reports, travel and smartkeys
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PTO, CME and Benefits
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Week 1
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Lisa Fisher
Lisa Carlson
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TEC Division Introduction Meeting
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Meeting Schedules
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OR and Clinic Scheduling
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Call Center Orientation
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Volume goals
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External Referral Outreach
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Internal Referral Outreach
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Benchmarks for success: Clinical activity verification and FPSC group
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TEC Orientation date established2
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Week 1
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Division Administrator
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Introduce Onboarding Buddy
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Week 1
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Chief
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Mentor identified for new faculty member
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First 12 months
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Chief
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Dept of Surgery Welcome—Lunch/Dinner
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Culture: Mentorship, Pledge, MD Wellness, Family Support, Care Transformation, Patient Satisfaction
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November
(Division Chiefs Meeting.)
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Chair, Division Chiefs, and New hires
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Department of Surgery Boot Camp (Half Day)
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Welcome
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January
In FY14
November
In FY15 and fwd.
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Chris Rayburn
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Overview of Emory Healthcare and the Department of Surgery: Woodruff Health Sciences, Emory Strategic Plan, ESA, CIN, CMS Initiatives, SOM, DOS finances, DOS leadership and organization, Clinic vs. University
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Dr. John Sweeney
Chris Rayburn
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Overview of the Department of Surgery: Department Chiefs, Administrators, Structure, Resources, Clinic vs. University.
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Dr. John Sweeney
Chris Rayburn
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Faculty Development and Promotions 101: Tracks, Criteria for Promotion, Promotion Packet, timelines
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Dr. Ken Newell
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Surgery Education 101: Fellows, resident selection, rotations, performance standards
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Dr. Keith Delman
Dr. Barbara Pettitt
Johanna Hinman
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Surgery Academic Affairs 101: Funding, Trends, Getting started with research
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Dr. Allan Kirk
Lisa Carlson
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Surgery Business 101: Grady, RVUs, Coding, Marketing Resources, Referral Outreach, Accounting Systems (Fund), Scope of Surgery: size and impact.
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Lisa Fisher
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Clinic Operations: Management Advice, Volume Goal Setting, Coding, Travel, Vacation, On Call Scheduling.
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Melissa Schuermann
Chris Rayburn
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Quality: Outcomes, Scorecards, UHC.
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Melissa SchuermannDr. John Sweeney
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Communication Resources: Intranet, Slide Loop, Newsletter, Videos of Presentations
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Lisa Fisher
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Department of Surgery Drill Down (90 minute workshops)
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Research: Learning the basics of research, finding funding, trends, effort reporting, conflict of interest, compliance
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Feb – May
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Dr. Allan Kirk
Lisa Carlson
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Promotions: Faculty Peer Review, Career Development Review, Training Opportunities
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Dr. Ken Newell
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Education: Building your teaching portfolio, Residency Program, Selection Process, Rotations, Performance
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Dr. Keith Delman
Dr. Barbara Pettitt
Johanna Hinman
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Revenue Cycle and Billing Workshop: E&M Overview, Coding and Billing Drill-down, Review of new hire coding
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Babs Decatur
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Instructions to Division Administrator: Please circle questions specific to each interviewer’s area of expertise in order to achieve a comprehensive assessment of the candidate. Interviewers may ask questions from any combination of the attribute categories.
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Designated Interviewer:__________________________________________
Please ask assigned questions, offer any notes, and rank candidate for each applicable attribute.
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Attributes to consider
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Questions to ask
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Candidate Rating
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Strategically Important
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Clinical expertise
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Ability to build loyal patient base.
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Character/Background
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What evidence do you have that patients and their families trust you/are loyal to you?
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What clinical skill set most differentiates you from your peers?
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Describe the most complicated patient care problem/diagnosis you have dealt with.
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Tell me about how you have handled conflict with a patient and/or patient family in the past.
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What is the most important part of a physician/patient interaction?
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Describe your reputation as a clinician, among your patients and families.
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What is your proudest clinical achievement?
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Notes:
Please circle rank:
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Deficient
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Average
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Outstanding
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1
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3
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5
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Culturally Compatible
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Team orientation
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Ability to work within a system
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Interpersonal skills
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Tell me about how you have evaluated or remedied a clinical performance concern in the past?
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Would you be willing to make indicators-say, on core measures- visible to your peers?
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How do you handle conflict with your physician peers?
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Individual priorities and organizational priorities may sometimes conflict. How have you managed that in the past?
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Describe the role of an ideal support staff/mid level provider working with you.
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Describe your idea of the role of an administrator in your department.
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Describe your reputation as a clinician, among your colleagues.
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Notes:
Please circle rank:
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Deficient
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Average
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Outstanding
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1
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3
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5
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High Performing
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Time management skills
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Work ethic
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When is the last time you felt overwhelmed at work, and how did you manage it?
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Give me an example of when you handled conflicting priorities.
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How do you maintain appropriate and successful work/life balance?
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How do you manage stress?
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Notes:
Please circle rank:
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Deficient
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Average
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Outstanding
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1
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3
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5
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Academic Performance & Teaching
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What academic achievement are you most proud of?
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Tell me more about that experience: What aspect of it did you enjoy the most (the writing, the analysis, the research).
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Is there a theme of academic research that interests you the most?
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How do you define academic excellence?
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In what ways do you keep current within your area of specialty/expertise?
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What do you hope to achieve by joining an institute like Emory?
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Notes:
Please circle rank:
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Deficient
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Average
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Outstanding
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1
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3
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5
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