Fellowship Program Coordinator

Rochester Regional Health•Rochester, NY

6d•Onsite

About The Position

The Fellowship Program Coordinator coordinates the activities and functions of the fellowship program to accomplish its goals and objectives within established priorities, timelines, funding limitations, and other specifications. The role supports program operations, project management, team development, communications, regulatory compliance, quality improvement, and coordination with related departments. The coordinator supports fellows throughout onboarding and training by providing scheduling and site information, coordinating credentialing, IT, security, licensing, certification, access, and equipment needs, and managing expense reimbursements. The role coordinates weekly educational sessions and works with Program Directors, Associate Directors, the Graduate Medical Education Office, faculty, current fellows, and external applicants. Responsibilities also include maintaining program databases, policies, procedures, alumni training verification records, and survey information; administering the electronic evaluation system; organizing Program Evaluation and Clinical Competency Committee meetings; preparing reports; coordinating recruitment through ERAS and NRMP; supporting candidate review and interviews; and preparing documentation and schedules for ACGME site visits. The position is full-time, Monday through Friday, 8:00 a.m. to 4:00 p.m., at Lipson Cancer Institute in Rochester, New York.

Requirements

Minimum qualifications: None.

Nice To Haves

Excellent verbal and written communication skills.
Bachelor’s degree in a field related to the assigned area.
Demonstrated project and people management ability.
Experience in an administrative or coordinator capacity.
One year of supervisory experience.

Responsibilities

Coordinate, monitor, and potentially supervise the activities of team members.
Develop and recommend new or revised program goals.
Develop and schedule the program work plan in accordance with specifications and funding limitations; oversee daily operations, coordinate activities, and determine priorities.
Monitor program expenditures and ensure budget allocations are not overspent.
Advise team members, provide problem-solving assistance, answer questions, interpret program goals and policies, and refer questions when appropriate.
Coordinate program activities with related programs and departments to promote efficiency and compliance.
Evaluate program effectiveness, devise and implement evaluation methods, analyze results, and recommend or take appropriate action.
Develop, compile, and write communications and promotional materials.
Develop and implement plans for recruiting, hiring, orienting, and developing team members.
Manage day-to-day program operations, including meetings, quality improvement, communications, and resolution of team member or customer concerns.
Ensure program policies and procedures comply with regulatory and hospital standards and are consistently understood and followed.
Ensure effective communication within the program, department, hospital, and community.
Provide onboarding and site information to incoming and visiting fellows; coordinate credentialing, IT, security, GME, licensing, certification, access, and equipment needs.
Manage fellow expense reimbursements.
Coordinate weekly educational sessions, including speaker scheduling, space reservations, and collection of speaker materials for the program repository.
Partner with Program Directors, Associate Directors, and the GME Office to support compliance with ACGME and institutional rules.
Serve as the primary fellowship program contact for current fellows, faculty, and external applicants.
Maintain fellow demographic and schedule databases, the Program Policy and Procedure Manual, and alumni training verification files.
Complete ACGME and other national surveys with accurate program information.
Manage the electronic evaluation system and track fellowship and fellow evaluations.
Plan and prepare quarterly or biannual Program Evaluation and Clinical Competency Committee meetings, including scheduling, material distribution, reporting, action-item tracking, attendance, and minutes.
Provide quality data to the Medical Director semi-annually for the GME Committee quality report.
Provide weekly program status reports to the Program Director and reports to the GME Committee every other month.
Coordinate fellow recruitment through ERAS and NRMP; review and screen candidate files, arrange interviews, and assist the selection committee with scoring and ranking.
Coordinate documentation for ACGME site visits and prepare the site-visit schedule.
Assist the GME Office with New York State work-hour audits as appropriate.
Perform other duties as assigned.