Fellowship Coordinator, Pediatrics (Full-Time) - Day

Hackensack Meridian Health•Hackensack, NJ

About The Position

With oversight and direction from Program Directors, the Fellowship Coordinator manages the operational and financial aspects of accredited fellowship training programs. The role requires detailed knowledge of national accreditation and hospital policies, initiative, and independent judgment. The coordinator assesses and directs program matters including long-range planning, trainee recruitment, project development, administrative workflow, databases, communication with faculty and trainees, and internal and external program relations.

Requirements

Bachelor’s degree and/or a minimum of three to five years of experience working in healthcare academics/education or a related work environment.
Excellent written and verbal communication skills.
Ability to organize information.
Ability to handle sensitive information with absolute confidentiality.
Working knowledge of Microsoft Word, Excel, and PowerPoint.
Ability to make decisions independently or escalate issues as needed.

Nice To Haves

Minimum of five years of experience working in healthcare, education, a corporate office, or a related environment.
Experience working with Graduate Medical Education.
Knowledge of New Innovations, the online program for tracking resident performance.
C-TAGME certification.

Responsibilities

Provide support to Program Directors on office management, activities, and project status; identify workflow and cost-effectiveness improvements and recommend them to the Training Director.
May assist with program-level policy development.
Interpret and apply ACGME, other national accrediting-agency, and hospital policies to support compliance.
Provide administrative supervision and support to fellows; liaise between fellows and hospital administration as needed.
Coordinate fellow recruitment, orientation, annual program affiliation agreements, and external rotations with hospitals, departments, and divisions.
Oversee department-level trainee orientation and communicate policy and procedure changes to residents and trainees, with assistance from the GME office.
Track, report, and ensure compliance related to licensing, moonlighting, malpractice extensions, annual contracts, and trainee initial and re-credentialing.
Manage materials for specialty-specific trainee exams and may assist with proctoring.
Develop and maintain filing, record-keeping, materials distribution, and other office and program systems; evaluate and standardize procedures and resolve issues.
Maintain resident and faculty databases, including New Innovations.
Manage evaluation processes for trainees, the program, faculty, and rotations.
Develop and distribute call schedules.
Oversee purchasing, assess equipment acquisition and training needs, make recommendations to Program Directors, and order equipment and supplies.
Plan annual departmental events, including recruitment, orientation, graduation, faculty retreats, meetings, and other program-related events.
Organize meetings and prepare and distribute materials for conferences and lectures.
Develop brochures, invitations, and advertisements for events and lectures.
Coordinate medical student rotations and, as appropriate, observerships.
Create or maintain external program advertising and media, including websites, brochures, postcards, and publications; create or edit annual publications and maintain the program website.
Maintain the ERAS database and oversee its processes during recruitment season.
Perform Match responsibilities and correspond with newly matched fellows about appointment requirements and processes; where applicable, assist with quota review and NRMP rank-list entry and certification.
Verify trainee status and activities as needed.
Assist with preparation for ACGME site visits and internal reviews.
Assist in monitoring residents’ duty hours and operative or case experience through regular review of data reports.
Receive inquiries from residents and applicants and route them as needed to department or hospital/PHS staff.
Perform other duties as assigned by the Program Director.