Fellowship Program Coordinator (Program Technician 1)
About The Position
The Fellowship Program Coordinator provides operational administration for fellowship programs within the Division of Pulmonary, Allergy, Critical Care, and Sleep Medicine, including Pulmonary Critical Care, Critical Care Medicine, Allergy and Clinical Immunology, Sleep Medicine, and Interventional Pulmonology. The coordinator works with other division coordinators, program directors, associate program directors, the administrative team, and the Office of Graduate Medical Education to support fellows from recruitment through graduation. The role is a technical liaison for educational systems including MedHub, ERAS, and SmartWeb. The position coordinates technical systems and program evaluation, recruitment and onboarding, and ongoing program and educational activities. It supports accreditation compliance, fellow evaluations and records, schedules, interviews, training, conferences, committee meetings, and communications. The role also assists program directors and fellows, maintains confidential information, and provides backup to other division administrative staff as needed.
Requirements
- Three years of experience administering or coordinating parts or subsets of a project or program.
- A bachelor's degree in business administration, management, public administration, or a directly related field may substitute for two years of the required experience.
- Ability to manage multiple education and training programs.
- Intermediate-level skills with Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, OneNote, OneDrive, and Teams.
- Ability to schedule appointments and manage complex calendars.
- Demonstrated skills in composing, editing, proofreading, and copying written materials.
- Reliable attendance, punctuality, and a record of successful performance at past and present employers.
- Excellent grammar, phone demeanor, and oral and written communication skills.
- Ability to prioritize in a fast-moving environment and ensure smooth service and operations; strong organizational and detail-oriented skills.
- Professional conduct in person, over the phone, and in electronic communications.
- Ability to maintain confidentiality and discretion, work independently, and function as a team player.
Nice To Haves
- Five years of experience administering or coordinating projects or programs, especially in education and training.
- Three years of independent leadership experience in a Graduate Medical Education program.
- Fellowship training experience.
- Experience with ERAS, MedHub, SmartWeb, SharePoint, Drupal, and other relevant software.
Responsibilities
- Serve as a technical resource for MedHub, SmartWeb, QGenda, SharePoint, and Kronos; train faculty and fellows on these systems and prepare training and procedural manuals.
- Work with Graduate Medical Education and program directors to keep fellow evaluations and competencies current and aligned with ACGME standards; provide technical expertise on duty-hour logging and monitoring.
- Track shift swaps, coverage, and holiday and alternative holiday shifts for parity and HOU contract compliance.
- Develop and maintain graduate education websites, newsletters, and online learning resources.
- Collect and manage data for AMA/FREIDA System (GME/TRACK), FastTrack, and National GME Census surveys; complete ACGME WebADS, milestone evaluation, and other accreditation reporting.
- Coordinate fellow evaluation processes, including faculty and rotation evaluations; maintain confidential fellow portfolios and respond to issues with the evaluation process.
- Assist program directors with explaining educational policies and requirements; coach fellows; liaise with OHSU Graduate Medical Education and ACGME on fellow credentialing, verification, certification standards, and related requests.
- Monitor required fellow-training certifications; develop program forms; participate in program planning and review meetings; review operations for compliance and recommend corrective actions.
- Coordinate fellowship applications and applicant ranking processes; maintain ERAS and Thalamus databases and train and assist faculty with the software.
- Schedule and coordinate candidate interviews and interview-day details; explain policies and requirements to applicants and faculty; collect documents for new appointments.
- Coordinate fellow orientation, including computer, division-specific, and ACGME-required training; assign rotation schedules and create and populate schedules in QGenda.
- Support conference management by scheduling sessions, sending reminders, ensuring educational requirements are met, assisting with setup, and maintaining attendance records.
- Coordinate meetings with fellows and program directors, Clinical Competency Committee meetings, and Program Evaluation Committee meetings, including scheduling, evaluations, materials, notes, and action items.
- Manage on-call and monthly call schedules, coordinate clinic schedules with clinical practice managers, and coordinate paperwork for elective rotations and moonlighting.
- Coordinate the annual Fellow Graduation Reception, including budget, menu, invite list, awards, and commendations.
- Coordinate MICU and Pulmonary Consult rotations for visiting residents and NSICU, SICU, and Anesthesia Critical Care fellows; coordinate Program Letters of Agreement with away sites and facilitate ECMO rotations.
- Assist the Allergy Clinic with visiting learners and residents; assist program directors with fellowship tasks and projects; provide backup for other division administrative team members.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Part-time
Career Level
Mid Level
