Centralized Fellowship Education Coordinator

The University of Chicago; Chicago (IL); On-site; USD 60,000 - 90,000; Full time

Job summary

The University of Chicago seeks a Centralized Fellowship Coordinator for the Pediatric Medical Education Office. This role ensures accreditation and compliance for multiple ACGME-accredited fellowship programs, requiring strong organizational skills and a background in graduate medical education. The ideal candidate will excel in communication and project management within a collaborative team environment.

Benefits

Health Benefits

Retirement Plans

Paid Time Off

Qualifications

• Minimum 2-5 years of work experience in a related field.
• Experience with graduate medical education programs is preferred.
• Ability to manage multiple projects with competing deadlines.

Responsibilities

• Oversee accreditation activities of 4-5 ACGME-accredited Fellowship Programs.
• Develop knowledge of ACGME requirements for training programs.
• Compile and analyze data for compliance deadlines and reviews.

Skills

Organization

Communication

Teamwork

Project Management

Education

College or University Degree in Related Field

Tools

ACGME WebADS

MedHub

ERAS

Job description

Department

BSD PED - Medical Education - Fellowship

About the Department

The Pediatric Medical Education Office (Comer Children's Hospital at the University of Chicago) manages and oversees the Pediatric Residency Program as well as fourteen (14) ACGME-accredited Pediatric Subspecialty Fellowship Training Programs in all aspects of education and accreditation requirements. The University of Chicago Comer Children's Hospital is dedicated to excellence in graduate medical education. Our GME programs are designed to cultivate caring, compassionate pediatric physicians who become lifelong learners always capable of providing the highest level of medical care.

Job Summary

The Centralized Fellowship Coordinator oversees the programmatic accreditation and compliance for 4-5 subspecialty training programs and their trainees. The coordinator must become competent and knowledgeable in all ACGME and Board requirements for assigned programs/trainees and ensure annual reporting is submitted in a timely fashion. This position requires a high level of organization to ensure each program, their trainees, and their Program Director(s) needs are met. They work in partnership with additional Centralized Fellowship Coordinators within the office, the Director of Medical Education, and the Director of Fellowship Training and are integral in the development and implementation of new initiatives.

Responsibilities

• Under the general supervision of the Director of Medical Education, Director of Fellowship Programs, Associate Chair of Education, and Centralized Fellowship Education Specialist, direct and oversee the administrative accreditation activities of four -five ( 4 -5) ACGME-accredited Pediatric Fellowship Programs.

• Develop unique knowledge of the ACGME and Program Requirements, policies, and procedures for each of their assigned ACGME-accredited training programs.

• Oversee and manage ACGME new program applications and ACGME site visits (as applicable).

• In consultation with the Fellowship Program Director(s), Associate Chair of Education, Director of Fellowships, and Medical Education Office, develop the annual program evaluations and action plans for each academic year – submit all required documentation to UCM GME and ACGME WebADS .

• Join with medical education office and institutional leadership to develop and implement new systems and administrative policies, educational programs, and compliance/evaluation/accreditation strategies.

• Oversee and monitor the resident management system ( MedHub ), including, scheduling, evaluation, and quarterly/yearly compliance requirements for each training program, including quarterly tracking (evaluation completion, clinical work hour submission, conference attendance, procedures, etc.).

• Compile and analyze data for quarterly compliance deadlines, create semi-annual review documentation, oversee clinical competency committee organization/reporting, and ensure milestone data is accurately submitted .

• Develop knowledge of all Board Requirements for each of the assigned training programs; ensure trainees are meeting their scholarly expectations on an annual basis.

• Oversee and conduct internal program reviews as required by UCM GME/Finance in addition to overseeing preparation for external audits by the ACGME.

• Develop and maintain processes and documentation of files associated with current fellows and alumni; maintain integrity of alumni database, work with Medical Education office to ensure verifications are completed and returned per ACGME guidelines.

• Oversee the organization, coordination, and evaluation of various fellow curricula/resources, including the semi-annual educational conferences.

• Create/update program agreements, malpractice, and offsite rotation documentation in compliance with Institutional protocols .

• In conjunction with other Fellowship Education Coordinator(s), develop and implement methods and procedures for accomplishment of short and long-term programmatic initiatives and aims . Evaluate and track the degree to which programs’ objectives are achieved and provide feedback/reports to Fellowship Program Directors, Associate Chair of Education, Director of Fellowship Programs, and Medical Education Administrator.

• Participates in 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 Committees (RRC).

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

• Has a moderate/ high level of authority in reporting and ensuring compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.

• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• Working experience with Graduate Medical Education Program(s) and Databases ( i.e. ACGME WebADS , ERAS, MedHub , etc.) .

Preferred Competencies

• Familiarity with general business practices .

• Commitment to providing a high level of service and working in a team environment .

• High degree of professionalism .

• Communicate effectively in both a written and oral format with a broad range of individuals within and external to the University of Chicago community .

• Ability to simultaneously oversee and organize multiple projects with competing deadlines .

Working Conditions

• Office Environment (shared, open space).

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

Healthcare & Medical Services

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required

Yes

Health Screen Required

Yes

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$60,000.00 - $90,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook .

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

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.

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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