Coord Fellowship Program

Penn Medicine; Philadelphia (Philadelphia County); On-site; USD 70,000 - 100,000; Full time

Job summary

Penn Medicine is seeking an experienced administrator to support the Cardiac Electrophysiology Fellowship and EP Program. The role requires coordinating multi-faceted operations, scheduling, recruitment, and learner education within a collaborative academic health system.

Responsibilities include liaison work with program directors, hospital leadership, and Graduate Medical Education, plus supervising a small team to ensure efficient patient access and program success.

Qualifications

• Requires strong organizational and leadership skills in a fast-paced academic medical setting.
• Experience coordinating multi-stakeholder programs and fellowships.
• Ability to handle confidential information with discretion and professionalism.

Responsibilities

• Coordinate fellowship recruitment, scheduling, and event logistics.
• Serve as liaison between fellowship directors, hospital leadership, and Graduate Medical Education.
• Oversee day-to-day fellowship and EP program operations, ensuring timely patient access and effective workflow.
• Supervise staff (5–7 direct reports), including performance management and staff development.
• Collaborate with clinicians and administrators to advance program goals and trainee experience.

Skills

Staff supervision

Healthcare operations

Program coordination

Communication

Education

H.S. Diploma/GED

Bachelor's degree

Job description

Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

• Entity: CPUP
• Department: Cardiac Electrophysiology
• Location: Hospital of the University of Pennsylvania- 3400 Spruce St
• Hours: Full Time

Summary:

• This dual-role position is responsible for supporting both the Cardiac Electrophysiology (EP) Program and the Electrophysiology Fellowship Program. The incumbent provides comprehensive administrative, operational, and programmatic leadership to ensure the effective coordination of patient care, physician activities, and fellowship program operations within a multidisciplinary academic healthcare environment.
• Working closely with the Director of Cardiac Electrophysiology, Fellowship Program Co-Directors, Senior Program Manager, and departmental leadership, this individual serves as a key operational resource in advancing program goals, supporting strategic initiatives, optimizing patient access, and enhancing the educational experience of fellows.
• The position is responsible for overseeing day-to-day program operations, facilitating collaboration among clinical and administrative stakeholders, and ensuring seamless coordination across multiple specialties and ancillary departments. In addition, the role provides direct supervision and leadership for a team of 5-7 staff members, including responsibility for staff development, performance management, workflow oversight, and operational effectiveness.
• This position requires exceptional organizational, communication, leadership, and problem-solving skills, with the ability to effectively balance patient coordination, faculty support, program administration, and fellowship operations in a fast-paced academic medical environment. The successful candidate must demonstrate sound judgment, professionalism, initiative, and the ability to maintain confidentiality while handling sensitive patient, physician, trainee, and organization information with discretion.
• The ideal candidate will possess strong healthcare operations and program management experience, a commitment to service excellence, and the ability to build collaborative relationships with physicians, trainees, patients, referring providers, and institutional leadership to support the continued growth and success of the Cardiac Electrophysiology Program and Fellowship Program.

Responsibilities

Fellowship Program Responsibilities

• Supports the Cardiac Electrophysiology Fellowship Program Co-Directors in the administration and operation of the fellowship program.
• Serves as the primary liaison between the Fellowship Program Co-Directors, hospital leadership, and the Office of Graduate Medical Education.
• Coordinates all aspects of fellowship recruitment, including interview planning, candidate communication, application management, scheduling, and event logistics.
• Supports fellowship program activities, educational conferences, meetings, evaluations, accreditation-related requirements, and trainee onboarding.
• Maintains program records and assists with compliance with institutional and accreditation standards.
• Collaborates with faculty, fellows, and administrative stakeholders to ensure the successful execution of program goals and an exceptional trainee experience.
• Understanding of graduate medical education processes, recruitment activities, accreditation requirements, and trainee support functions preferred.
• Excellent interpersonal, written, and verbal communication skills.
• Proven ability to interact professionally with physicians, executives, trainees, patients, and external stakeholders.
• Exceptional attention to detail and follow-through.
• Ability to coordinate complex schedules, meetings, interviews, events, and physician calendars.
• Demonstrated ability to manage confidential information and maintain professional discretion.
• Any other duties as assigned.

Cardiac Electrophysiology Program Responsibilities

• Provides day-to-day coordination of patient care across multiple specialties and ancillary departments within the University of Pennsylvania Health System (UPHS).
• Collaborates closely with the Director of Cardiac Electrophysiology, Senior Program Manager, Supervisor of Administrative Support, and Executive Assistant to support program operations and strategic initiatives.
• Assists the Director of Cardiac Electrophysiology in developing and implementing strategic plans to achieve program goals and objectives.
• Serves as a liaison for referring physicians and facilitates communication between patients, providers, and outside practices.
• Coordinates urgent and VIP patient appointments, expedites diagnostic testing, and ensures timely follow-up with patients and referring providers.
• Schedules cardiac electrophysiology procedures including ablations, and assists with patient placement among electrophysiology physicians as needed to optimize access and workflow.
• 5-7 direct reports.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion.
• Ability to work independently while maintaining strong collaborative relationships across departments and healthcare teams.
• Knowledge of healthcare operations, physician practice management, and patient access workflows.
• Strong customer service orientation and commitment to patient-centered care.
• Strong analytical and administrative skills with the ability to identify process improvement opportunities.
• Ability to anticipate operational needs and proactively resolve issues.
• Any other duties as assigned.

Credentials

• H.S. Diploma/GED (Required)
• Education Specialization: Equivalent Experience: And 5+ years in a secretarial role in an academic or medical practice.
• Bachelor of Arts or Science
• Education Specialization: Equivalent Experience: And 2+ years

Live Your Life's Work

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.