Fellowship Program Manager

Columbia University; New York (NY); On-site; USD 85,000 - 90,000; Full time

Job summary

Columbia University in New York is seeking a Fellowship Program Manager to oversee day-to-day operations, onboarding, credentialing, and schedule management for the department's fellowship programs within Obstetrics & Gynecology.

The role includes ensuring ACGME compliance, coordinating with GME and program directors, and supervising an administrative team. A Bachelor’s degree and 4+ years in medical education administration are required.

Qualifications

• Bachelor’s degree or equivalent in education and experience required.
• Minimum of four years of progressively responsible experience in graduate medical education, medical education administration, academic medicine, or a related environment.
• Demonstrated knowledge of graduate medical education operations, accreditation requirements, and trainee administration.
• Excellent organizational, written, verbal, and interpersonal communication skills.
• Demonstrated ability to supervise, train, and provide direction to staff and foster effective teamwork.

Responsibilities

• Manages day-to-day administrative and operational functions of assigned fellowship programs.
• Oversees onboarding, appointments, credentialing, licensing, annual contracts, scheduling, leaves, evaluations, and advancement.
• Maintains fellow, faculty, program, and alumni records with confidentiality.
• Ensures compliance with ACGME and institutional requirements; coordinates accreditation reviews and site visits.
• Supervises Fellowship Coordinator staff and coordinates staffing and workload distribution.
• Oversees ERAS and NRMP recruitment processes; plans interviews and maintains candidate experience quality.
• Coordinates semi-annual fellow reviews and program evaluations; maintains tracking tools and reports.
• Collaborates with GME, hospital administration, HR, finance, and other offices on fellowship operations.

Skills

Operations management

Staff supervision

Regulatory compliance

Recruitment coordination

Data management

Education

Bachelor’s degree or equivalent

Tools

MedHub

ERAS

NRMP

Microsoft Office

Database systems

Job description

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $85,000 - $90,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Fellowship Program Manager is responsible for the day-to-day operational management and administrative oversight of fellowship programs within the Department of Obstetrics & Gynecology.

Working under the general direction and administrative oversight of the Program Administrator for Medical Education, the Fellowship Manager manages fellowship operations within established departmental, institutional, and regulatory parameters and collaborates with fellowship Program Directors, the Vice Chair of Education, faculty, Graduate Medical Education (GME), and other institutional partners.

The Fellowship Manager directly manages assigned fellowship programs while providing day-to-day operational oversight and coordination across the department's fellowship portfolio, including Complex Family Planning, Reproductive Endocrinology and Infertility, Gynecologic Oncology, Maternal-Fetal Medicine, Complex Benign Gynecology, and additional fellowship programs that may be established within the department.

The position exercises independent judgment in managing routine fellowship operations, resolving operational issues, monitoring established compliance processes, implementing approved process improvements, and coordinating complex and time-sensitive activities.

The Fellowship Manager directly supervises Fellowship Coordinator staff and serves as the first level of administrative escalation for fellowship-related operational matters.

The Program Administrator for Medical Education retains overall administrative oversight and leadership of the fellowship administrative portfolio as part of the broader Medical Education enterprise, including strategic direction, organizational structure, staff management, resource allocation, departmental priorities, and responsibility for higher-level, sensitive, complex, or escalated administrative matters.

Responsibilities

Fellowship Program Management & Operations – 30%

• Manages the day-to-day administrative and operational functions of assigned fellowship programs and provides operational oversight and coordination across the fellowship portfolio under the general direction of the Program Administrator for Medical Education.
• Implements departmental priorities, policies, and established administrative practices within fellowship operations.
• Develops, implements, and standardizes administrative processes and workflows within established departmental and institutional parameters to promote consistency, efficiency, and compliance across fellowship programs.
• Oversees fellow lifecycle processes, including onboarding, appointments, credentialing and recredentialing, licensing, annual contracts, scheduling, leaves of absence, evaluations, advancement, and program completion.
• Oversees development and maintenance of fellow rotation and educational schedules and ensures accurate and timely entry of required information into MedHub and other institutional systems.
• Maintains accurate fellow, faculty, program, and alumni records and ensures the integrity and confidentiality of program information.
• Serves as a primary administrative resource for fellows and Program Directors and as the first level of administrative escalation for routine fellowship operational matters.
• Identifies operational issues and develops and implements solutions within established policies and parameters; escalates matters requiring higher-level administrative review, approval, or intervention to the Program Administrator.
• Maintains continuity of fellowship operations and coordinates appropriate administrative coverage across programs.

Accreditation, Regulatory Compliance & Program Quality – 20%

• Manages day-to-day fellowship accreditation and compliance activities in accordance with ACGME, institutional GME, departmental, and other applicable requirements.
• Monitors accreditation and institutional requirements and coordinates operational changes necessary to maintain compliance.
• Oversees routine monitoring and reporting related to duty hours, case and procedure logs, evaluations, surveys, scholarly activity, and other required program metrics.
• Coordinates preparation of documentation and materials for ACGME accreditation reviews, site visits, self-studies, annual program updates, and other required reviews.
• Maintains ongoing operational readiness for accreditation activities and identifies potential compliance gaps requiring review.
• Reports significant compliance concerns to the Program Administrator and appropriate Program Director and assists with implementation of approved corrective actions.
• Ensures timely and accurate completion of required fellowship updates within ACGME and institutional systems.
• Provides the Program Administrator and fellowship leadership with relevant compliance information and operational updates to support higher-level oversight and decision-making.

Staff Supervision & Operational Leadership – 20%

• Provides direct day-to-day supervision of Fellowship Coordinator staff, including assignment and prioritization of work, monitoring of deadlines and deliverables, and oversight of routine performance.
• Provides onboarding, training, coaching, and professional development within established departmental expectations.
• Establishes and maintains standardized administrative workflows and operating practices across fellowship programs.
• Conducts regular staff check-ins, provides performance feedback, and participates in formal performance evaluation processes in collaboration with the Program Administrator and in accordance with University and departmental policies.
• Monitors workload distribution and recommends adjustments to the Program Administrator when changes in staffing, program assignments, or resources may be warranted.
• Serves as the first level of escalation for routine coordinator-level operational issues.
• Promotes cross-training, accountability, teamwork, and effective communication within the fellowship administrative team.
• Escalates significant personnel, performance, policy, employee-relations, or other sensitive matters to the Program Administrator for Medical Education.
• Supports implementation of staff‑development and operational priorities established by the Program Administrator.

Fellowship Recruitment & Selection – 15%

• Manages the day-to-day administrative operations of fellowship recruitment and selection across assigned programs.
• Oversees ERAS and other applicable application platforms and ensures accurate configuration, applicant tracking, documentation, and adherence to established recruitment timelines.
• Coordinates interview planning and execution in collaboration with Program Directors and fellowship administrative staff.
• Oversees applicant communications and promotes a consistent, professional, and well organized candidate experience.
• Coordinates administrative processes associated with candidate review, ranking, and submission of rank‑order lists through the National Resident Matching Program (NRMP) or other applicable matching organizations.
• Tracks recruitment outcomes and applicant data and identifies opportunities for operational improvement.
• Develops and maintains standardized recruitment timelines, workflows, resources, and materials in accordance with departmental and program priorities.
• Provides recruitment data and operational recommendations to the Program Administrator and
• Program Directors to support program-level and departmental decision-making.

Evaluation, Data Management & Continuous Improvement – 10%

• Oversees administrative processes for fellow, faculty, rotation, and program evaluations and ensures timely completion and appropriate documentation.
• Coordinates semi-annual fellow reviews and other required assessment activities with Program Directors.
• Develops and maintains tracking tools, reports, and other mechanisms to monitor fellowship operations, compliance, recruitment, evaluations, and related metrics.
• Reviews operational data to identify trends, gaps, and opportunities for process improvement.
• Recommends significant process or system changes to the Program Administrator and implements approved improvements.
• Provides routine reports and program information to the Program Administrator, Program Directors, Vice Chair of Education, and other leadership as requested.
• Supports data‑informed decision‑making by ensuring that fellowship information is accurate, accessible, and appropriately communicated to leadership.

Medical Education & Departmental Support – 5%

• Collaborates with the Program Administrator for Medical Education and broader Medical Education team in implementing departmental educational initiatives and priorities.
• Coordinates fellowship-related components of departmental educational activities and events, including fellow onboarding and welcoming activities, retreats, academic events, and graduation.
• Serves as an operational liaison with GME, hospital administration, credentialing, Human Resources, finance, and other institutional offices regarding routine fellowship administrative matters.
• Coordinates updates to fellowship program information on departmental and institutional platforms.
• Participates in Medical Education projects and initiatives as assigned by the Program Administrator.
• Performs related duties and responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor’s degree or equivalent in education and experience required.
• Minimum of four years of progressively responsible experience in graduate medical education, medical education administration, academic medicine, or a related environment.
• Demonstrated experience managing complex administrative processes involving multiple programs, stakeholders, and competing deadlines.
• Demonstrated knowledge of graduate medical education operations, accreditation requirements, and trainee administration. Demonstrated ability to exercise independent judgment, identify and resolve operational issues, and appropriately escalated complex or sensitive matters.
• Excellent organizational, written, verbal, and interpersonal communication skills.
• Demonstrated ability to establish priorities, manage multiple concurrent responsibilities, and meet time-sensitive regulatory and institutional deadlines.
• Demonstrated ability to supervise, train, and provide direction to staff and foster effective teamwork.
• Strong proficiency with Microsoft Office and database or information-management systems.

Preferred Qualifications

• Experience working within an ACGME-accredited graduate medical education environment.
• Experience with ACGME accreditation and reporting processes.
• Experience with ACGME ADS, MedHub, ERAS, FellowshipsCAS, NRMP, and other graduate medical education systems.
• Prior supervisory, lead, or staff‑management experience.
• Experience managing multiple fellowship programs concurrently.
• Experience working in a large academic medical center.
• Experience developing workflows, tracking systems, reports, and process‑improvement initiatives.

The Department of Obstetrics and Gynecology is dedicated to the goal of building a multicultural faculty and staff committed to teaching, working and serving in a diverse community, and strongly encourages applications from candidates of traditionally underrepresented backgrounds. We are continuously seeking to recruit individuals who will enhance the diversity of our workplace and the effectiveness of our organization.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.