Fellowship Program Coordinator

103 Rochester General Hospital; City of Rochester (NY); On-site; USD 62,000 - 75,000; Full time

Job summary

Rochester Regional Health is seeking a Fellowship Program Coordinator to manage the Lipson Cancer Institute’s MedEd Fellowships program. You will coordinate activities, oversee onboarding, and ensure compliance with ACGME and institutional policies while supporting fellows and faculty.

The role involves daily program operations, budgeting oversight, and collaboration with GME, credentialing, IT, and department leaders to provide a seamless fellowship experience.

Qualifications

• Excellent verbal and written communication skills highly desired.
• Bachelor’s degree in a field related to assigned area preferred.
• Demonstrated project and people management ability highly desired.
• Experience in administrative / coordinator capacity preferred.
• One year of supervisory experience preferred.

Responsibilities

• May coordinate, monitor, or supervise the activities of team members
• Develops and recommends new or revised program goals
• Develops and schedules program work plan in accordance with specifications and funding limitations; oversees daily operations and coordinates activities of program; determines priorities.
• Monitors program expenditures, ensuring that budget allocations are not overspent.
• Confers with and advises team members on problem-solving assistance, answers questions, and interprets program goals and policy interpretation; refers to the appropriate department person when unable to respond.
• Coordinates activities of program with inter-related activities of other programs or departments to ensure optimum efficiency and compliance with appropriate policies, procedures, and specifications.
• Evaluates program effectiveness to develop improved methods; devises evaluation methodology and implements; analyzes results and recommends and/or takes appropriate action.
• Develops, compiles, and writes communications and promotional literature for distribution.
• Develops and implements a plan for the recruitment, hiring, orientation, and ongoing development of team members.
• Manages the day-to-day operations of the program, which includes conducting meetings, providing leadership to the quality improvement process, promoting open communications, and resolving day-to-day problems and concerns of team members and/or customers.
• Ensures that policies and procedures of the program are in compliance with all regulatory and hospital standards and that staff understand and implement these policies and procedures consistently.
• Ensures effective communication within the program, the department, the hospital, and in the community.
• Provide all scheduling and site information about the fellowship to incoming/visiting fellows.
• Coordinate with the credentialing office, IT, security, and the GME office to ensure that all licensing, certification, access, and equipment needs are met.
• Manage all fellow expense reimbursements.
• Coordinate and manage weekly educational sessions, including scheduling speakers, reserving space, and collecting speaker materials for the program repository.
• Partner with Program Directors, Associate Directors, and the Graduate Medical Education (GME) Office to ensure programs follow Accreditation Council for Graduate Medical Education (ACGME) and institution rules.
• Serve as the primary fellowship program point of contact for current fellows, faculty members, and external applicants.
• Maintain fellow database with demographic and schedule information.
• Maintain and update Program Policy and Procedure Manual; assure that all required policies are included and up to date.
• Maintain file information for alumni training verification requests.
• Complete ACGME and other national surveys with accurate program information.
• Manage the electronic evaluation system to track all evaluations of the fellowship programs and fellows.
• Plan and prepare quarterly or biannual Program Evaluation and Clinical Competency Committee meetings, including the scheduling, material distribution, reporting, and tracking of action items from meetings as well as recording attendance and minutes.
• Provide quality data to the Medical Director semi-annually for the GME Committee quality report.
• Provide weekly reports about program status to the Program Director and every other month reports to the GME Committee.
• Coordinate fellow recruitment using the Electronic Residency Application Service (ERAS) and the National Resident Matching Program (NRMP).
• Review and screen candidate files, arrange interviews, and assist the selection committee with scoring and ranking.
• Coordinate documentation preparation for ACGME site visits and prepare the schedule for the day of the site visit.
• Assist GME Office with New York State work hour audits as appropriate.
• Perform other duties as assigned.

Skills

Excellent verbal and written comms

Education

Bachelor’s degree related field

Job description

Job Title

Fellowship Program Coordinator

Department

MedEd Fellowships

Location

Lipson Cancer Institute – 1425 Portland Avenue, 1st Floor, Rochester, NY 14621

Hours & Schedule

Full-time

Monday-Friday 8a-4:00p

Summary

Coordinates activities and functions of a designated program to ensure that goals and objectives specified for the program are accomplished in accordance with established priorities, time limitations, funding limitations, or other specifications. Responsibilities may include hiring, training, coordination, solicitation, and scheduling of projects; developing and implementing team member training programs; ongoing project management; and supervising team members in conjunction with the leader.

Key Responsibilities

• May coordinate, monitor, or supervise the activities of team members
• Develops and recommends new or revised program goals.
• Develops and schedules program work plan in accordance with specifications and funding limitations; oversees daily operations and coordinates activities of program; determines priorities.
• Monitors program expenditures, ensuring that budget allocations are not overspent.
• Confers with and advises team members on problem-solving assistance, answers questions, and interprets program goals and policy interpretation; refers to the appropriate department person when unable to respond.
• Coordinates activities of program with inter-related activities of other programs or departments to ensure optimum efficiency and compliance with appropriate policies, procedures, and specifications.
• Evaluates program effectiveness to develop improved methods; devises evaluation methodology and implements; analyzes results and recommends and/or takes appropriate action.
• Develops, compiles, and writes communications and promotional literature for distribution.
• Develops and implements a plan for the recruitment, hiring, orientation, and ongoing development of team members.
• Manages the day-to-day operations of the program, which includes conducting meetings, providing leadership to the quality improvement process, promoting open communications, and resolving day-to-day problems and concerns of team members and/or customers.
• Ensures that policies and procedures of the program are in compliance with all regulatory and hospital standards and that staff understand and implement these policies and procedures consistently.
• Ensures effective communication within the program, the department, the hospital, and in the community.

Fellowship Program

Fellow Onboarding and Support

• Provide all scheduling and site information about the fellowship to incoming/visiting fellows.
• Coordinate with the credentialing office, IT, security, and the GME office to ensure that all licensing, certification, access, and equipment needs are met.
• Manage all fellow expense reimbursements.

Fellow Education

• Coordinate and manage weekly educational sessions, including scheduling speakers, reserving space, and collecting speaker materials for the program repository.

Coordination and Communication

• Partner with Program Directors, Associate Directors, and the Graduate Medical Education (GME) Office to ensure programs follow Accreditation Council for Graduate Medical Education (ACGME) and institution rules.
• Serve as the primary fellowship program point of contact for current fellows, faculty members, and external applicants.

Data/Information Management

• Maintain fellow database with demographic and schedule information.
• Maintain and update Program Policy and Procedure Manual; assure that all required policies are included and up to date.
• Maintain file information for alumni training verification requests.
• Complete ACGME and other national surveys with accurate program information.

Evaluation

• Manage the electronic evaluation system to track all evaluations of the fellowship programs and fellows.
• Plan and prepare quarterly or biannual Program Evaluation and Clinical Competency Committee meetings, including the scheduling, material distribution, reporting, and tracking of action items from meetings as well as recording attendance and minutes.
• Provide quality data to the Medical Director semi-annually for the GME Committee quality report.

Fellow Statistics

• Provide weekly reports about program status to the Program Director and every other month reports to the GME Committee.

Recruitment

• Coordinate fellow recruitment using the Electronic Residency Application Service (ERAS) and the National Resident Matching Program (NRMP).
• Review and screen candidate files, arrange interviews, and assist the selection committee with scoring and ranking.

Site Visits

• Coordinate documentation preparation for ACGME site visits and prepare the schedule for the day of the site visit.
• Assist GME Office with New York State work hour audits as appropriate.

• Perform other duties as assigned.

Preferred Qualifications

Excellent verbal and written communication skills highly desired. Bachelor’s degree in a field related to assigned area preferred. Demonstrated project and people management ability highly desired. Experience in administrative / coordinator capacity preferred. One year of supervisory experience preferred.

Minimum Qualifications

None

Equal Opportunity Statement

Rochester General Health System is an Equal Opportunity / Affimative Action Employer. Minority/Female/Disability/Veteran

Education / Licenses / Certifications / Physical Requirements

PHYSICAL REQUIREMENTS: Sedentary - Sedentary roles are primarily office-based and require prolonged sitting (67–100% of the workday) with minimal physical effort and lifting limited to under 10 lbs. Fine motor skills are necessary for computer work, writing, and telephone use, supported by clear visual and auditory ability. Cognitive and emotional demands are high due to extended concentration, frequent interruptions, independent decision-making, and information processing. Although physical exposure is low, administrative areas within healthcare environments may occasionally involve contact with infectious agents. Some roles may require flexible hours, TB screening, or a valid driver’s license. For disease specific care programs refer to the program specific requirements of the department for further specifications on experience and educational expectations, including continuing education requirements. Any physical requirements reported by a prospective employee and/or employee’s physician or delegate will be considered for accommodations.

Pay Range

$62,400.00 - $75,000.00

Location Details

CITY: Rochester POSTAL CODE: 14621

Employer Statements

Rochester Regional Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, predisposing genetic characteristics, marital or familial status, military or veteran status, citizenship or immigration status, or any other characteristic protected by federal, state, or local law. Rochester Regional Health is an integrated health services organization serving the people of Western New York, the Finger Lakes, St. Lawrence County, and beyond. The system includes nine hospitals; primary and specialty practices, rehabilitation centers, ambulatory campuses and immediate care facilities; innovative senior services, facilities and independent housing; a wide range of behavioral health services; and Rochester Regional Health Laboratories and ACM Global Laboratories, a global leader in patient and clinical trials. It’s vision is to lead the evolution of healthcare to enable every member of the communities it serves to enjoy a better, healthier life.