Fellowship Coordinator

Summary 

As a key staff member and representative of the Department of Pediatrics education team, the Fellowship  Coordinator is a vital administrative partner in the training of future pediatric doctors. In the Department of  Pediatrics â“ one of the largest departments in the University of Minnesota - the coordinator directly contributes  to the academic and research missions of the department. Their primary duties relate to administrative  coordination of medical education for pediatric subspecialty fellows. This includes administrative planning and  execution for fellowship program accreditation, assessment, curriculum, finances, program management,  recruitment & onboarding, and research. 

This position is a combination of work-from-home and on-campus days. It requires periodic hours outside of  the typical workday. We are seeking to enrich the diversity of our workplace community and encourage  applicants from diverse communities and cultures to apply. Learn more about diversity, equity, and inclusion in  the Department of Pediatrics here: https://med.umn.edu/pediatrics/equity-diversity-inclusion. 

Job Duties 

95% Fellowship Administrator 

● Accreditation: Collaborate with local team members, central offices, and accrediting bodies to enact  accreditation requirements. Monitor, maintain, and effectively communicate program reporting  requirements to program stakeholders. Complete accreditation requirements and requests timely and  accurately. Stay up to date on accreditation requirements. Recommend program-level solutions in  response to policy changes to program leadership.  

● Assessment: Implement assessment tools and processes using current resources and systems that  maximize feedback and meet accreditation requirements. Monitor evaluation completion. Facilitate in training exam process (obtaining tests, coordination, communication, and follow up). Prepare and  provide reporting. Escalate performance issues to program leadership. Liaise between fellows,  Fellowship Program Director, and Office of General Counsel and others as needed with due process  during remediation and probation. 

● Curriculum: Administratively support the development, implementation, and continued operation of  program curriculum. Manage fellow conference offerings and logistics. Maintain fellow block schedule  and rotation accuracy. Audit and format Goals and Objectives. 

● Financial: Administer fellowship finances including tasks that may include reimbursements, check  requests, and purchasing. Provide guidance to fellows and accountants about funding sources and  fellowship nuance. Monitor program spending, investigate issues, and report to program leadership.  Review monthly billing statements for personnel accuracy. Provide reporting. 

● Program Management: Oversee the day-to-day activities of assigned pediatric fellowship programs,  working in conjunction with the Program Director and other resources. Complete timely multiple  programmatic surveys. Monitor and direct completion of fellow and faculty surveys. Maintain detailed  records of fellow activities including research progress and Scholarship Oversight Committee.  Complete training verifications. Prepare Program Policy Manual. Formulate fellowship program policy  and process in partnership with the program director and other leadership. Counsel fellows timely and accurately on policies and procedures. Maintain educational agreements. Track and submit ABP fellow  information and board requirements. Responsible for the development, currency, and conduct of the  fellowship website. Identify communication needs, develop appropriate communication tools and lists,  and oversee participant lists. Provide administrative support directly related to program duties to the  Program Director.  

● Recruitment & Onboarding: With the Fellowship Program Director, review and select the initial list of  candidates to be interviewed, plan and manage the implementation of all interview sessions and rank  meetings, prepare recruitment materials, and participate in the final selection committee toward input of  the rank list. Understand and communicate the timeline and execution of key processes, such as  National Resident Matching Program match activities. Maintain accurate program listings. Coordinate  visa paperwork and other onboarding / continuing materials for fellows. 

● Research: Create and execute appointment letters. Maintain appointment information for T32 trainees  in NIH x-train system. Monitor HR appointment; communicate details of HR appointment and related  benefits. Process tuition funding. Escalate funding concerns.  

5% Other duties as assigned  

● Provide operational link between the department's education administration, affiliated sites, community  clinics, other stakeholders, and fellows for teaching activities. Actively participate as a member of the  departmental Fellowship Program Coordinator team. Complete additional education duties as assigned.