Job Description

The Fellowship Program Coordinator manages the day-to-day administrative functions of the fellowship programs and assists with other education programs as assigned, and receives supervision/feedback from the education programs administrator. The fellowship coordinator manages a range of responsibilities associated with the fellowship programs, including coordination of the application process, interviews and interviewing schedules, and other activities required to support the programs and maintain the accreditations. The fellowship coordinator also assists with and provides administrative support for the other education programs as assigned to ensure the successful coordination and delivery of education program services.

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned.

Administrative

• Provides administrative support for the program directors, associate program directors, program administrator, and fellows and residents
• Handle confidential material. Maintains fellow files, correspondence, and other documentation
• Perform duties associated with scheduling, organizing, and operating meetings, seminars, and events, including arranging with vendors for services and administering logistics (fellow/resident lunches, retreats, orientations, graduation banquets, etc.)
• Compose and draft documents and correspondence; produce and distribute manuals
• Maintains confidential documentation and/or paper files of current and alumni fellows; maintains various fellowship program meeting minutes and develops reports as requested
• Coordinates and assists with in-training examination administration for all education programs
• Provide administrative assistance to education programs as needed. Other duties may also be assigned

Evaluation/Credentialing

• Coordinates the distribution, tracking, and filing of physician-in-training, faculty, and rotation evaluations
• Drafts recommendation letters and verification of training forms
• Tracks and verifies procedure competency.
• Maintains documentation for board eligibility
• Coordinates semi-annual file reviews
• Ensures stated licensure requirements are met by the programs

Recruitment

• Coordinate all phases of the fellowship application process. Adhere to recruitment plan, timelines, guidelines, as well as policies and procedures
• Assist program directors in screening and inviting candidates for interviews
• Works with program directors and fellowship program directors to establish recruitment policies
• Coordinates interview process, ranking, and post-match activities
• Manages the Electronic Residency Application Service (ERAS) and National Resident Matching Program (NRMP) processes 6. Updates recruitment brochures, websites, and materials provided to applicants Program Accreditation

Minimum Qualifications

Education

• A Bachelor’s degree, preferably in management or a social science.

Experience

• A minimum of 3 years of office management experience, or equivalent experience in administration and office management in an academic healthcare setting.

Physical Requirements

• Walk, bend, twist, and reach above the shoulder frequently in an office setting
• Must be able to occasionally lift, carry, push, or pull up to 20 lbs. as part of the role
• Regularly exposed to healthcare settings that may require personal protective equipment
• Requires manual dexterity to operate the computer keyboard, calculator, copier machine, and other equipment

About GW MFA

MFA physicians provide comprehensive patient care, offering one practice for the whole person with 52 medical and surgical specialties. As members of the GW School of Medicine and Health Sciences faculty, MFA providers are teachers and mentors for medical students, residents, fellows, and researchers preserving the rich tradition of academics, research, and healing. In addition to maintaining a closely integrated alliance with The George Washington University and The George Washington University Hospital (GWUH), which is separately owned and operated by Universal Health Services (UHS), the GW MFA has active referring relationships with 12 area hospitals.

The GW MFA’s leading healthcare presence in the DC metro region is complemented by a network of community-based practices in DC, Maryland, and Virginia. Given its geographic location in central NW Washington, DC, and proximity to more than 175 resident embassies, the MFA continues to evolve its international clinical outreach.