Fellowship Coordinator

uchicago; Chicago (IL); On-site; USD 60,000 - 75,000; Full time

Job summary

The University of Chicago seeks a Fellowship Coordinator to support Pulmonary and Critical Care Medicine fellowship programs, Sleep Medicine, and Interventional Pulmonology. You will manage recruitment, onboarding, scheduling, and performance tracking using MedHub.

In collaboration with GME and education teams, you’ll ensure compliance with ACGME/ACCME, maintain training records, and coordinate conferences and related budget activities.

Qualifications

• College or university degree in a related field.
• 2–5 years of work experience in a related role.
• Experience coordinating fellowship programs is a plus.

Responsibilities

• Manages and coordinates fellowship recruitment.
• Coordinates onboarding/exit processes for ACGME and non-ACGME fellowship programs.
• Maintains information/databases to ensure fellows are up-to-date with mandatory trainings.
• Manages performance assessments for fellows and faculty in MedHub.
• Compiles data for surveys and accreditation reports.
• Creates agendas, reports and correspondence for meetings.
• Plans and coordinates annual fellow related events.

Skills

Communication

Attention to detail

Organization

Project coordination

Education

Bachelor's degree

College degree

Tools

MedHub

ERAS

WebADS

Microsoft Office/Google Suite

Job description

Department

BSD MED - Pulmonary - Administrative Support

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.
• Coordinates 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.
• Maintains 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.
• Composes, prepares and distributes correspondence, agendas, reports.
• Creates clinical training schedules for fellows, including inpatient block schedules and ambulatory schedules.
• Coordinates and schedules all fellowship and fellow meetings, including educational conferences, fellow and program/associate program director meetings, research mentorship meetings, and faculty committee meetings, such as Selection Committee Meeting/Grant Committee Meeting.
• Manages the CME process for programs.
• Collects learning objectives from presenter/speaker prior to session.
• Collects 6 letter CME code and forwards to all attendees ahead of sessions.
• Assists with drafting budget requirements, monitoring all education related accounts/budgets, managing individual fellow stipend spending, and assisting 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.
• Plans and coordinates annual fellow related events such as welcome and graduation events.
• 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: ---

Preferred Qualifications

• Education: Bachelor's degree.
• Experience: Background within an academic medical center environment.
• Experience: Familiar with Graduate Medical Education programs.
• Technical Skills or Knowledge: Understanding of ACGME, board certification, and institutional requirements, with capacity to interpret and apply policies effectively.
• Technical Skills or Knowledge: Skilled with databases and software systems (MedHub, ERAS, WebADS, Microsoft Office/Google Suite); learn new systems quickly.

Preferred Competencies

• Manage multiple fellowship programs, each with competing deadlines, while maintaining accuracy and compliance.
• Strong written and verbal communication to interact with fellows, faculty, resid