Job Description

Coordinate the fellowship program in conjunction with fellowship director; maintain compliance with all ACGME accredited Fellowship Program regulations and providing full support to the Division Director.

• Responsibility for receiving and maintaining fellowship applications, communicating with interested applicants about the application process, setting up candidate’s interview dates and itineraries for visit.
• Initiating all the hiring paperwork for the accepted fellows to include all HR documents and working with the Hospital GME Office and HR Offices. Over see processing of all graduating fellow’s paperwork.
• Preparation of annual contracts for fellows, processing all licensing, privileging, script pads, badges, keys, pagers, Computer Access training as well as organizing orientation schedules with GME, DOM, the Division, and VA.
• Working within the program to compile, organize, and maintain fellow related schedules to include: call schedule, conference schedule, procedure log, clinic and rotation schedules, and evaluations.
• Assuring that ACGME guidelines are met for accreditation purposes.
• Entering and maintaining AMION for both attending and fellow schedules.
• Facilitate quarterly fellowship evaluation committee meetings, quarterly fellowship research committee meetings and semi-annual evaluations.
• Attendance at the monthly Program Coordinator and Program Director meetings held by the GME office.
• Working with physicians for call and clinic coverage due to schedule changes.
• Working with Fellowship program director in preparation for upcoming Accreditation Site Visits for the Department, Division. This involves adherence to program guidelines and regulations. Updating all fellowship program documents to include: curriculum, rotation schedules, call schedules, goals and objectives of the training program.
• Provide full support to the Division Director including calendars maintenance, travel arrangements, filing, conference calls, scheduling meetings, website updates, assist in the faculty recruitment process and any other duties that may be needed.
• Responsible for organizing bi-monthly faculty meetings, annual faculty retreats and annual fellow retreats.
• Coordinate day-to-day residency and fellowship program operations, serving as a primary administrative partner to the Residency Program Director and GME leadership.
• Support ACGME and institutional compliance by maintaining accurate documentation, tracking requirements and deadlines, and updating program procedures and SOPs as needed.
• Manage resident and fellow systems and records (including MedHub), ensuring data integrity across rotations, evaluations, onboarding, and trainee files.
• Plan and coordinate key program activities and educational events (e.g., interviews, meetings, grand rounds/lecture series, and the Residency Research Symposium), including logistics, scheduling, and communications.
• Collaborate with internal and external partners (e.g., GME office and rotation sites) to support onboarding and rotation agreements; must have strong and excellent Microsoft Office skills.
• Perform other duties as assigned.

• Minimum Required: High School Diploma or GED required.
• Associate’s Degree preferred.
• LICENSE & CERTIFICATION: N/A.
• Minimum Required: A minimum of three years program management experience preferred.