Fellowship Program Coordinator (Open Rank)

University of Colorado•Aurora, CO

1d•Hybrid

About The Position

This is a full-time position in the Department of Pediatrics, Section of Pediatric Infectious Diseases. This position works closely with the Fellowship Program Director (PD) and the education team. The Program Coordinator is responsible for working with faculty and fellows in all aspects of the Pediatric Infectious Diseases Fellowship at the University of Colorado. This includes recruitment of fellows, orientation, tracking of requirements, evaluation of fellows, faculty, and program components, and working with the PD on annual surveys and reports. In addition, this position is responsible for implementing and overseeing the educational experiences for all learners who come through Pediatric Infectious Diseases. This team member will manage resident, medical student, and other trainee rotations. Examples of Work Performed (All Levels): The duties and responsibilities of the position include, but are not limited to:

Requirements

Entry Level: A bachelor’s degree from an accredited college or university.
Intermediate Level: A bachelor’s degree from an accredited college or university. One (1) year of experience in coordinating medical education or graduate medical education program(s) with multiple learners per program year and more than one program year (e.g., a 3-year program with four learners per year).
Senior Level: A bachelor’s degree from an accredited college or university. Two (2) years of experience in coordinating medical education or graduate medical education program(s) with multiple learners per program year and more than one program year (e.g., a 3-year program with four learners per year).
Substitution (All Levels): A combination of education and related technical/paraprofessional experience may be substituted for the bachelor’s degree on a year-for-year basis.
Applicants must meet minimum qualifications at the time of hire.
Must successfully pass a drug test through Children’s Hospital Colorado.
Must be willing and able to pass a national criminal background check.
Organizational skills with the ability to plan and organize Fellowship needs and activities, establish work priorities, and provide follow-through to ensure completion of activities, both individually and collaborating with others on work tasks.
Ability to manage and perform a variety of complex assignments with considerable independent judgment and motivation, and confidentiality when appropriate.
Knowledge of, or ability to become fully competent in computer programs essential to the Fellowship, including the Microsoft Suite (Word, Excel, Access, PowerPoint, Outlook), the Electronic Residency Application System (ERAS), OnCall (Amion) scheduling tools, and MedHub. Software used will continue to change, so adaptability to new electronic programs and tools is essential.
Skill in using both collaborative processes and independent judgment when deciding upon procedures to be implemented, setting priorities, meeting standards, resolving problems, and maintaining confidentiality.
Ability to understand and apply regulatory requirements at the program level.
Ability to communicate effectively in a wide range of situations, and with a variety of internal and external partners.
Working knowledge of English grammar to edit and format written documents such as program manuals, program agreements, meeting minutes, etc.

Nice To Haves

Experience collecting, analyzing, aggregating, and managing data and related reports.
Experience setting up and coordinating conferences, events, and meetings.
Experience working on diverse teams and/or with diverse populations. Diversity in this context refers to a variety of lived experiences, perspectives, cultures, and/or interpersonal styles.
Experience in administrative support and/or office management, preferably in an academic healthcare setting.
Experience managing graduate medical education-related electronic recordkeeping systems and databases, e.g., ACGME, ERAS, NRMP, ABP, Amion, MedHub, etc.
Experience working with and interpreting Federal, State, University, and Hospital policies, rules, and regulations.
Three years of successfully coordinating medical education or graduate medical education program(s) with multiple learners per program year and more than one program year (e.g., a 3-year program with four learners per year).
TAGME certification.
Leadership role(s) that contribute to the development or implementation of best practices in GME.

Responsibilities

Onboards new fellows or visiting residents/learners, organizes orientation, and collects paperwork associated with exiting fellows.
Maintains MedHub database.
Coordinates dissemination and monitoring of annual rotation and call schedules; updates schedules as necessary to maintain accuracy.
Organizes schedules for all residents, medical students, observers, and visiting learners.
Supports compliance with ACGME program requirements, GME policies and procedures, and related departmental policies.
Maintains and monitors ACGME accreditation requirements.
Tracks budget items and fellow funding based on information provided by Business Manager and Program Director(s).
Processes fellow expenses in the appropriate hospital and University systems.
Organizes the application review process for deciding who is invited for interviews, inviting fellow applicants, organizing the interview day schedules, overseeing the virtual interviews on the interview days, organizing the evaluations, and organizing the applicant ranking meetings.
Collects and organizes information on applicants from the national resident applicant database, Electronic Residency Application Service (ERAS).
Coordinates graduation events and other gatherings throughout the year for the fellowship.
Initiates annual review of the Program Manual, makes edits as needed, and drafts new policies based on changing requirements and expectations.
Creates and updates education material and resources for Pediatric Infectious Diseases learners rotating with the program.
For the annual program review, pulls data, collects information, and drafts a complete review for PD and APD review and editing.
Develops annual program budget and fellow funding plans and implements processes to meet the program’s budget expectations.
Analyzes recruitment and Match processes and outcomes, and makes proposals for related adjustments for future recruitment seasons