Fellowship Program Coordinator- School of Medicine, Pathology
About The Position
The Fellowship Program Coordinator provides administrative, operational, and programmatic support for graduate medical education fellowship training programs within Emory University School of Medicine. The coordinator works closely with Program Directors, faculty, fellows, departmental leadership, and the Graduate Medical Education Office to administer fellowship programs in accordance with ACGME requirements, institutional policies, and departmental procedures. The role coordinates day-to-day administration for multiple fellowship programs, including accreditation documentation, recruitment and interviews, onboarding, evaluations, educational activities, rotation schedules, leave and duty-hour tracking, reimbursements, and program communications. The coordinator supports program evaluation and improvement, maintains confidential trainee records, and helps ensure completion of educational and institutional requirements. The position regularly permits work from home, but requires commuting to Emory University on a flexible weekly schedule based on business needs and residency in Georgia. Remote-work status may be changed with notice.
Requirements
- Bachelor's degree in a field related to the program.
- Two years of related experience, or an equivalent combination of education, training, and experience.
- Must reside in the state of Georgia.
- Must be able to commute to Emory University on a flexible weekly schedule based on business needs.
Responsibilities
- Develop work plans to accomplish program goals and objectives and monitor progress.
- Research and gather information for publications and develop promotional materials, reports, briefings, newsletters, grants, and other program-related written materials.
- Assist with developing and coordinating program-related conferences, conventions, meetings, and educational activities.
- Monitor expenditures, assist with budget planning, prepare financial reports, and support funding or fundraising initiatives as applicable.
- Prepare operational and statistical reports; conduct training; represent the program at meetings and conferences; and network with affiliated groups.
- Coordinate daily administrative operations for multiple fellowship training programs and serve as a primary administrative contact for Program Directors, faculty, fellows, and applicants.
- Maintain accurate program records, trainee files, and accreditation documentation; coordinate academic calendars, program meetings, and educational activities; and assist with implementation of institutional and program-specific policies.
- Maintain and update information in the ACGME Accreditation Data System; coordinate annual program evaluations and improvement initiatives; prepare for site visits and accreditation reviews; track citations, areas for improvement, and corrective action plans; and coordinate CCC and PEC meetings.
- Monitor duty-hour requirements, evaluations, educational milestones, trainee performance, progression, and educational requirements.
- Manage fellowship recruitment through ERAS, FellowshipCAS, and other applicable systems; coordinate application reviews, interview schedules, candidate communications, interviews, Match processes, and recruitment timelines; and prepare appointment letters, offer letters, and onboarding materials.
- Coordinate onboarding and orientation for incoming fellows, working with GME, Human Resources, credentialing, and other institutional departments on documentation, training, system access, certifications, and compliance requirements.
- Assist international medical graduates with administrative documentation related to visa sponsorship.
- Administer trainee and faculty evaluations through New Innovations and other systems, track completion, send reminders, and prepare milestone and evaluation reports for Program Directors.
- Coordinate didactic conferences, educational meetings, scholarly activity reporting, rotation schedules, academic calendars, leave tracking, schedule changes, and duty-hour reporting.
- Coordinate reimbursements for educational conferences, professional development, and approved expenses; assist with purchase requests, expense documentation, and financial transactions; and monitor program expenditures according to university policies.
- Coordinate meeting logistics, special events, and fellowship graduation activities.
- Serve as a liaison among fellowship programs, GME leadership, faculty, trainees, and other stakeholders; maintain professional communications; identify workflow improvements; and support initiatives that enhance fellow education, professional development, and well-being.
- Maintain confidentiality of trainee records and sensitive program information.
- May supervise assigned project staff, interns, and/or volunteers.
- Perform related responsibilities as required.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
