Fellowship Coordinator

The Fellowship Coordinator, under the direction and supervision of the Program Director and in collaboration with the Director of Graduate Medical Education, is responsible for coordinating the administrative operations of the fellowship program in accordance with Accreditation Council for Graduate Medical Education (ACGME) requirements, institutional Graduate Medical Education (GME) policies, and applicable program standards.

This position provides comprehensive administrative support to the Program Director, Associate and/or Assistant Program Directors, faculty, and fellows. The Fellowship Coordinator is responsible for coordinating fellowship recruitment, onboarding, scheduling, evaluations, program documentation, accreditation activities, and other administrative functions necessary for the successful operation of the fellowship program.

What You'll Do

Fellowship application and recruitment process

1. Works with the Program Director and fellowship leadership to develop and maintain recruitment materials.

2. Manages the Electronic Residency Application Service (ERAS) and fellowship applications, including applicant review, reporting, and match activities.

3. Coordinates applicant interviews, communications, evaluations, and preparation of rank list.

4. Prepare and submit the final rank list through National Resident Matching Program (NRMP) and maintain recruitment statistics and required reports.

Administrative Support and Departmental Operations

1. Performs general administrative and clerical duties.

2. Coordinates conference and travel arrangements for the Program Director, faculty, fellows, and other department personnel as requested.

3. Complete check requests, travel authorizations, fund reimbursements, expense reports, and related financial documentation while maintaining appropriate records for the Finance Department.

4. Assists with the organization and coordination of faculty recruitment activities.

Program Administration

1. Serves as a liaison between the fellowship program, GME administration, hospital departments, other institutional departments, and other individuals as appropriate.

2. Coordinates administrative requirements for incoming, current, and departing fellows, including licensing, credentialing, hospital privileges, identification badges, access, passwords, contracts, required documentation, and orientation materials. 

3. Responds to inquiries regarding the fellowship program, including questions from applicants, fellows, faculty, medical students, GME administration, hospital personnel, and outside agencies.

4. Maintain confidential fellowship files and records in accordance with institutional policies, ACGME requirements, and applicable privacy and record-retention standards.

5. Coordinates fellowship schedules, evaluations, educational conferences, Grand Rounds, and rotation assignments.

6. Assists with accreditation activities, program reviews, site visits, and maintenance of required program documentation.

7. Maintains program information in applicable databases, websites, and electronic systems.

8. Coordinates fellow leave requests and required program documentation.

9. Serves as an administrative resource for fellows regarding policies, educational activities, and program requirements.

10. Coordinates fellowship completion and graduation requirements.

What You'll Bring

* Bachelor's degree with two years of related experience. 

* Must possess exceptional interpersonal, organizational, communication, problem-solving, and decision-making skills. Ability to maintain confidentiality, work effectively with multiple personalities and professional disciplines, prioritize competing responsibilities, and demonstrate attention to detail. 

* Requires advanced computer proficiency in Microsoft Outlook, Word, Excel, and PowerPoint and the ability to learn and utilize ERAS, NRMP/NMS, GME databases, scheduling systems, and electronic evaluation platforms

Preferred Qualifications

 * Experience in graduate medical education, healthcare administration, academic medicine, or a related field.

 * Knowledge of ACGME requirements, GME policies, fellowship recruitment, and accreditation processes.

CMU is an AA/EO institution, providing equal opportunity to all individuals, including minorities, females, veterans, and persons with disabilities.