Fellowship Coordinator

Department
 

BSD MED - Section Administrator: Pulmonary Administrative Staff

About the Department
 

The Section of Pulmonary and Critical Care Medicine brings together clinicians, clinical scholars, scientists, and trainees in the pursuit of excellence in patient care, research, and education. Our Section provides innovative and exemplary care across the domains of Pulmonary and Critical Care Medicine, instructs the next generation of clinicians, and provides in-depth training in the methods and approaches of biomedical research.

Job Summary
 

The Fellowship Coordinator will be responsible for coordination and administrative support for fellowship programs in Pulmonary and Critical Care Medicine, Sleep Medicine, and Interventional Pulmonology. Critical tasks include fellowship recruitment, fellow administrative support, scheduling, and managing faculty and fellow performance evaluations using Medhub. This position works closely with the Department of Internal Medicine educational staff, NIH T32 Grants Administrator, the University of Chicago Graduate Medical Education, University of Chicago Continuing Medical Education, the Accreditation Council on Graduate Medical Education (ACGME), the Accreditation Council on Continuing Medical Education (ACCME), the Residency Review Committee (RRC), Electronic Residency Application Service (ERAS), and National Residency Match Program (NRMP).

Responsibilities

• Manages and coordinates fellowship recruitment.

• Coordinate the onboarding/exit process for ACGME fellowship approved programs (Pulmonary/Critical Care and Sleep), Non-ACGME fellowship program (Interventional Pulmonary), post-doctoral fellowships, and Coggeshall Instructorship programs.

• Maintain information/database to ensure that all fellows are up-to-date and compliant with mandatory, annual trainings such as Fraud Awareness, HIPAA and Patient Safety.

• Manages and monitors performance assessments for fellows and faculty in MedHub.

• Manages and regularly updates Departmental manuals, databases, and related information sources.

• Compiles and tabulates data for surveys, questionnaires, accreditation reports, and other forms/documents required by outside agencies.

• Compose, prepare and distribute correspondence, agendas, reports.

• Create clinical training schedules for fellows, including inpatient block schedules and ambulatory schedules.

• Coordinate and schedule all fellowship and fellow meetings, including educational conferences, fellow and program/associate program director meetings, research mentorship meetings, and faculty committee meetings (i.e. Selection Committee Meeting/Grant Committee Meeting).

• Manage the CME process for programs.

• Collecting learning objectives from presenter/speaker prior to session.

• Collect 6 letter CME code and forward to all attendees ahead of sessions.

• Assist with drafting budget requirements, monitoring all education related accounts/budgets, manage individual fellow stipend spending, assist Section Administrator with overall review of education program(s) financial performance.

• Participates in the day-to-day operations of accredited and non-accredited residency and fellowship training programs and ensures compliance with organizations such as the American Council of Graduate Medical Education (ACGME) and Residency Review.

• Coordinates and interprets requirements of the training program, including accreditation duty schedules, evaluation process, resident/fellowship recruitment, Match process, orientation and employee relations.

• Plan and coordinate annual fellow related events such as welcome and graduation events.

• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.

• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.

• Performs other related work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

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Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Experience:

• Previous experience with GME, ACGME and/or in an academic environment.

• Previous experience working in an academic medical center.

Preferred Competencies

• Excellent oral and written communication skills.

• Superior organizational skills.

• Strong interpersonal and emotional skills.

• Ability to work independently with a high degree of initiative.

• Problem-solving skills.

• Collaborative/team player.

• Commitment to providing a high level of service.

• Strong attention to detail.

• Managing multiple calendars.

• Adept at managing multiple projects simultaneously.

• Event planning.

• Computing skills sufficient to effectively use many diverse managerial and administrative computer applications.  Advanced MS Outlook and efficient MS Word, Excel, and PowerPoint and database skills.

Application Documents

• Resume (required)

• Cover Letter (required)

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family
 

Administration & Management

Role Impact
 

Individual Contributor

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
The University of Chicago is an Affirmative Action/ Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

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