Maternal-Fetal Medicine Fellowship Admin Lead

UNC Health Care; Chapel Hill (NC); Hybrid; USD 29,000 - 41,000; Full time

Job summary

UNC Health Care in Chapel Hill is seeking a seasoned administrative professional to support a three-year ACGME‑accredited Maternal‑Fetal Medicine (MFM) Fellowship program. You will manage daily operations, coordinate recruitment and records, and assist with curricula, CME, and accreditation activities.

The role offers a hybrid schedule (in‑office two days per week and one Friday per month) with standard work hours Monday–Friday.

Qualifications

• Three (3) years of clerical or administrative experience.
• If Bachelor's degree, one (1) year of clerical or administrative experience.
• If Associate's degree, two (2) years of clerical or administrative experience.

Responsibilities

• Manage the day-to-day administrative operations and coordination of a three-year ACGME-accredited Maternal‑Fetal Medicine (MFM) Fellowship Program, ensuring effective program administration and compliance with institutional and accreditation requirements.
• Provide comprehensive administrative support and serve as a primary point of contact for fellows, faculty, program directors, applicants, and other program stakeholders.
• Coordinate fellowship recruitment and applicant tracking activities, including application management, interview scheduling, candidate communications, onboarding, and maintenance of applicant and trainee records.
• Assist with the development and coordination of fellowship curricula, educational activities, conferences, rotations, and academic schedules to support program requirements and trainee needs.
• Support ACGME accreditation and program compliance activities by maintaining required documentation, tracking program requirements, preparing reports, and assisting with accreditation‑related processes and deadlines.
• Coordinate administrative processes related to purchasing, purchase orders, subcontractors, and departmental requests while ensuring compliance with University, departmental, and Finance policies and procedures.
• Assist faculty and staff with required forms, documentation, purchasing requests, and reimbursement processes, ensuring requests are submitted to Finance accurately and within established deadlines.
• Provide support for Concur/WebTravel travel requests and expense reports, including preparation, submission, documentation, and follow‑up to facilitate timely reimbursement.
• Facilitate approved purchases through BuyCarolina, Travel & Expense (T&E), and P-Card processes; obtain, organize, submit, and maintain required receipts and supporting documentation.
• Review purchases for compliance with UNC and departmental policies and procedures prior to processing, with particular attention to P-Card requirements and allowable expenditures.
• Reconcile P-Card transactions through the Bank of America Works/Worx system by designated deadlines and resolve discrepancies in collaboration with Finance.
• Monitor and maintain accurate financial and administrative records related to program operations, purchases, reimbursements, travel, and departmental expenditures.
• Review monthly Continuing Medical Education (CME) reports for accuracy, identify discrepancies, and collaborate with Finance to facilitate timely resolution.
• Administer CME allotments for faculty and staff, maintain accurate allotment records, and monitor expenditures against approved limits.
• Maintain current knowledge of CME policies, procedures, and allowable expenses and provide guidance to faculty and staff regarding eligible purchases and reimbursement requirements.
• Communicate proactively with faculty, staff, fellows, and university administrative departments to facilitate timely completion of administrative, financial, educational, and compliance‑related activities.
• Maintain organized and accurate electronic and paper records while ensuring confidentiality, accessibility, and compliance with institutional requirements.
• Coordinate multiple competing priorities, deadlines, and administrative processes in a fast‑paced academic medical environment while providing high‑level support to faculty, trainees, and program leadership.

Education

High school diploma or GED

Higher-level degree may satisfy requirement

Job description

UNC Health Care in Chapel Hill is seeking a seasoned administrative professional to support a three-year ACGME‑accredited Maternal‑Fetal Medicine (MFM) Fellowship program. You will manage daily operations, coordinate recruitment and records, and assist with curricula, CME, and accreditation activities.

The role offers a hybrid schedule (in‑office two days per week and one Friday per month) with standard work hours Monday–Friday.