Fellowship Coordinator
University of Kansas Medical Center
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Benefits offered by this job
Job summary
The Fellowship Program Coordinator at University of Kansas Medical Center provides essential administrative support to the Program Director, GME office, and leadership to ensure compliance with ACGME and institutional policies. It covers recruitment, onboarding, scheduling, and education support for learners, faculty and staff.
Key responsibilities include coordinating accreditation activities, managing NRMP match information, onboarding residents, and organizing conferences and assessments.
Qualifications
- Four (4) years of relevant work experience; education may be substituted for experience on a year-for-year basis.
- Five (5) years’ experience in an academic setting is preferred.
- Knowledge of accreditation processes (ACGME) and residency program administration is a plus.
Responsibilities
- Plan and support Accreditation activities, prepare materials, track action items and minutes.
- Submit required accreditation reports to GME/ACGME by deadlines.
- Coordinate recruitment information, interview logistics, and applicant materials.
- Onboard new residents, manage licensing, certifications, and workspace arrangements.
- Create annual rotation schedules in collaboration with program leadership and residents.
- Manage evaluations and coordinate review processes for residents and faculty.
- Assist with conference logistics, speaker coordination, and AV needs.
- Support compliance tasks, exams administration, and residency file maintenance.
- Prepare and submit documents for reports, surveys, and program operations.
- Oversee program communications, website updates, and event planning.
Skills
Job description
The Fellowship Program Coordinator works in collaboration with and provides administrative support to the Program Director, Program Administrator, Associate Program Directors, Chief Residents, and other program leadership as well as the GME Office to ensure compliance with all ACGME and Institutional policies and regulations. The program coordinator is an instrumental member of the program leadership team, that is essential for maintaining the accreditation status. The program coordinator is responsible for a wide range of administrative responsibilities including but not limited to recruitment, compliance, onboarding, offboarding, educational support, event planning and scheduling. The position is essential in training program operations and is a primary resource for learners, faculty, and administrative staff.
- Accreditation Plan and prepare the annual Program Evaluation and Clinical Competency Committees meetings including the scheduling, material distribution, reporting and tracking of action items from meetings as well as recording attendance and minutes.
- Ensure required reports are submitted to the GME and ACGME by the required deadlines.
- Review the Annual Web ads and update program information prior to the program director, collecting and updating faculty and trainee information and ensuring all recommended changes have been incorporated by the deadline.
- Submit requested accreditation related data to the GME, ACGME or institution as requested.
- Ensure that any program changes requiring GMEC approval are documented and submitted to the GME office.
- Recruitment Coordinate recruitment activities for the program.
- Work with program director to update and prepare information for interested applicants.
- Review and distribute information regarding applicants.
- Arrange all interview day logistics including confirming acceptance of appts for both interviewees and interviewers.
- Distribute interview day packets to both groups, post surveys and follow up information.
- Organize materials and meetings necessary for ranking and matching residents.
- Work with program director to update NRMP match information (or equivalent system) and enter rank list.
- Onboarding Communicate with incoming residents on important dates and events regarding their new appointment.
- Oversee all activities for incoming residents each year, including licensing, certifications, purchasing of needed equipment and arrangement of workspace.
- Work with the GME office and matched residents to ensure timely submission of all documents including agreements.
- Organize the “in program” schedule and welcome events to align with GME orientation.
- Schedules/Rotations Create the annual and/or clinic rotation schedule in partnership with the program director and/or Chief Residents.
- Obtain approval by the GMEC for any rotation changes regarding duration, location, or educational rationale.
- Work with program director and other residency coordinators to develop rotation schedules for residents which meet curriculum requirements of the RRC and ACGME.
- Evaluations Manage active evaluations through regular review for compliance and accuracy of the evaluation tool in accordance with ACGME requirements.
- Responsible for coordinating evaluation review and delivery process of the residents and teaching faculty.
- Assist with scheduling semi-annual evaluations and preparation of necessary paperwork; send calendar appointments; send reminders of appointments; prepare forms/reports for program advisors; file necessary forms in resident training file.
- Prepare aggregate faculty evaluations by trainees and distribute the evaluations to the program leadership as needed.
- Conferences Assist with daily conference administration and logistics, as necessary: order/setup of food, set up conference sign-in/EEDs machine, assist speaker with AV needs, load presentation, set up I-Clickers (audience response system), etc.
- Assist with weekly Grand Rounds administration, as necessary: e‑mail correspondence to speakers/coordinators for all appropriate paperwork; attend all Grand Round Conferences to help sign in students, residents, faculty, and guests along with handing out evaluations.
- Set up EEDs machine, I-Clickers, etc., post meeting notices on bulletin boards.
- Compliance/Testing Responsible for ensuring accurate leave times are recorded in MedHub and Workday along with any necessary paperwork required.
- Support the preparation and administering of In Training exams and Board Prep exams.
- Administer operating details of educational programs.
- Handle correspondence from agencies requesting verification of residency, provide the Dean's office with resident information, compile data, maintain and regulate access to resident's files.
- Support the program director in the management of the program budget – processing reimbursements, travel, purchasing and repair/maintenance requests.
- Acquire either notary or University seal when required.
- Process archival of dated resident training files (catalog electronic file, prepare for offsite storage).
- Maintain resident training files.
- File appropriate documents.
- Ensure that the PLAs are updated, signed, and stored in program’s information files.
- Reports and Presentations Work with Chair, program director, and other residency coordinators to prepare reports and complete surveys about the residency program requested from the University.
- Assist in the preparation of documents for RRC.
- Graduating/Alumni Plan graduation activities with program director and coordinate the logistics of events with the planning team. (Gifts, food, speakers, location, guests, etc.)
- Ensure graduating trainees complete task list transition items including forwarding information.
- Complete documents for former residents.
- Submit forms for certificates, verifications from hospitals and insurance companies and answering surveys and questionnaires regarding former residents.
- Conduct alumni surveys as needed.
- Engage alumni in program events and information as appropriate.
- Other Duties Management of Faculty information and data as needed.
- Website and social media management and updates.
- Event planning for the program as needed (resident social events, welcome events, research, and speaker events).
- Plan GME and Coordinator Council Training events and meetings as required.
- Complete visiting trainee requests and documentation.
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.
Work Experience: Four (4) years of relevant work experience. Education may be substituted for experience on a year for year basis.
Work Experience: Five (5) years’ experience in an academic setting. Knowledge of medical terminology and residency programs. Experience in ERAS, ACGME, MedHub, C-TAGME, Workday and Qgenda.
- Communication
- Computer skills
- Interpersonal skills
- Organization
- Multi-tasking
- Time management
- Attention to detail
- Resume/CV
- Cover Letter
Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available. https://www.kumc.edu/human-resources/benefits.html
Regular
Full time
Hourly
The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above.
- Pay Range: $28.20 - $38.35
- Minimum $28.20
- Midpoint $33.17
- Maximum $38.35
The mission of the University of Kansas Medical Center is to improve lives and communities in Kansas and beyond through innovation in education, research, and health care.
The University of Kansas Medical Center is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, ethnicity, ancestry, age, protected veteran or disability status, marital status, parental status, or genetic information. http://policy.ku.edu/IOA/nondiscrimination https://kumc-publicpoliciesandprocedures.policystat.com/policy/8446235/latest/
Under Kansas state law, certain KUMC positions are subject to disability preference. For positions subject to this requirement, KUMC will offer an interview to a person who has applied for an open position who is qualified, with or without reasonable accommodation, to meet the performance standards of the position and who has presented acceptable proof of disability. If the position you apply for is subject to the disability preference requirement, you will be asked to provide information in support of your request for disability preference when you complete the application for employment. https://civilrights.ku.edu/annual-security-and-fire-safety-report https://www.e-verify.gov/sites/default/files/everify/posters/EVerifyParticipationPoster.pdf https://www.laborposters.org/federal/1606-federal-pay-transparency-poster.htm
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