Fellowship Coordinator

Biological Sciences Division at the University of Chicago; Chicago (IL); On-site; USD 60,000 - 90,000; Full time

Job summary

The Biological Sciences Division - University of Chicago's Pulmonary section seeks a Fellowship Coordinator to manage recruitment, onboarding, scheduling, and evaluations for Pulmonary/Critical Care, Sleep Medicine, and Interventional Pulmonology fellowships. This role interacts with GME staff, NIH grants administration, and accrediting bodies to maintain program compliance.

You will maintain databases, coordinate educational conferences, collect learning objectives, manage CME processes, and

Qualifications

• Bachelor's degree required.
• 2-5 years of related experience preferred in an academic medical center.
• Familiarity with Graduate Medical Education programs and accreditation processes.

Responsibilities

• Manages and coordinates fellowship recruitment.
• Coordinates onboarding/exit processes for multiple fellowship programs.
• Maintains databases to ensure fellows are compliant with annual trainings.
• Manages performance assessments for fellows and faculty in MedHub.
• Plans and coordinates annual fellow-related events and education conferences.
• Assists with budgeting and education program financial performance.
• Ensures compliance with ACGME and other accreditation requirements.

Skills

Strong written and verbalcommunication

Attention to detail

Discretion with sensitive information

Education

Bachelor's 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).

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

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.

Education

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

• Bachelor's degree.

Work Experience

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

• Background within an academic medical center environment.
• 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.
• 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, residency/fellowship leadership, and institutional stakeholders.
• Demonstrates discretion in handling sensitive information and represents the Section of Emergency Medicine in a professional manner.
• Anticipates program needs, identifies potential issues, and proactively develops solutions.
• Works effectively with residency coordinators, faculty, and the graduate medical education office to ensure seamless program operations.
• Comfortable adjusting to changing accreditation requirements, program growth, or urgent deadlines.
• Commitment to providing high-quality support to fellows, faculty, and departmental leadership.
• Maintains accuracy in compliance reporting, documentation, and data entry.

Application Documents

• Resume/CV (required)
• Cover Letter (required)

Job Family

Healthcare & Medical Services

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required

No

Health Screen Required

No

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.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.