Fellowship Program Coordinator
About The Position
The Fellowship Program Coordinator coordinates activities and functions of the designated fellowship program to achieve its goals and objectives in accordance with established priorities, timelines, funding limitations, and other specifications. The role manages program operations, work plans, priorities, expenditures, communications, evaluation, recruitment, hiring, orientation, and ongoing development of team members, and may coordinate, monitor, or supervise team members in conjunction with the program leader. For the fellowship program, the coordinator supports incoming and visiting fellows, coordinates onboarding and educational activities, and partners with Program Directors, Associate Directors, and the Graduate Medical Education (GME) Office to support compliance with Accreditation Council for Graduate Medical Education (ACGME) and institutional requirements. The coordinator serves as the primary point of contact for fellows, faculty, and external applicants; maintains program records, policies, evaluations, and reporting; coordinates recruitment and site visits; and supports program evaluation and quality reporting.
Requirements
- Minimum qualifications: None.
- Excellent verbal and written communication skills are highly desired.
- A bachelor’s degree in a field related to the assigned area is preferred.
- Demonstrated project and people management ability is highly desired.
- Administrative or coordinator experience is preferred.
- One year of supervisory experience is preferred.
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, or supervise team member activities as needed.
- Develop and recommend new or revised program goals.
- Develop and schedule program work plans; oversee daily operations, coordinate activities, and determine priorities in accordance with specifications and funding limitations.
- Monitor program expenditures to ensure budget allocations are not exceeded.
- Advise team members, provide problem-solving assistance, answer questions, interpret program goals and policies, and refer issues when unable to respond.
- Coordinate program activities with related programs and departments to support efficiency and compliance with policies, procedures, and specifications.
- Evaluate program effectiveness, develop and implement evaluation methods, analyze results, and recommend or take appropriate action.
- Develop, compile, and write communications and promotional literature.
- Develop and implement plans for recruiting, hiring, orienting, and developing team members.
- Manage daily program operations, including meetings, quality improvement activities, open communication, and resolution of day-to-day concerns.
- Ensure program policies and procedures comply with regulatory and hospital standards and are consistently understood and implemented by staff.
- Ensure effective communication within the program, department, hospital, and community.
- Provide scheduling and site information to incoming and visiting fellows; coordinate credentialing, IT, security, and GME needs related to licensing, certification, access, and equipment; 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 program contact for fellows, faculty, and external applicants.
- Maintain fellow demographic and schedule information, the Program Policy and Procedure Manual, alumni training verification files, and accurate program information for ACGME and other national surveys.
- Manage the electronic evaluation system and track fellowship program 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.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
