Fellowship Program Coordinator- School of Medicine, Pathology

Emory•Atlanta, GA

2d•Hybrid

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 programs in accordance with Accreditation Council for Graduate Medical Education (ACGME) requirements, institutional policies, and departmental procedures. The role coordinates daily administration for multiple fellowship programs, including accreditation and compliance activities, recruitment, interviews, selection, fellow onboarding, evaluations, educational activities, schedules, leave, duty hours, financial administration, and communications. The coordinator maintains program and trainee records, supports committees and program evaluations, prepares reports and accreditation materials, and helps improve administrative workflows. The role may also supervise assigned project staff, interns, or volunteers. The position offers regular work-from-home opportunities but requires the employee to commute to Emory University on a flexible weekly schedule based on business needs and agreed departmental guidelines. Residency in Georgia is required. Emory reserves the right to change remote-work status 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.
Residency in the state of Georgia.
Ability to commute to Emory University on a flexible weekly schedule based on business needs and departmental guidelines.

Responsibilities

Develop work plans to accomplish program goals and objectives and monitor progress.
Research and gather information for program publications and develop promotional or other written materials, including reports, briefings, newsletters, and grant-related information.
Assist in developing and coordinating program-related conferences, conventions, meetings, and educational activities.
Monitor expenditures, assist with budget planning, and prepare financial and operational reports.
Assist with identifying funding resources and developing fundraising strategies and initiatives, as needed.
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 the 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.
Assist Program Directors in implementing institutional and program-specific policies.
Maintain and update program information in the ACGME Accreditation Data System (ADS); coordinate annual program evaluations and improvement initiatives; prepare for accreditation visits and reviews; and track areas for improvement, citations, and corrective action plans.
Coordinate Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC) meetings and monitor duty-hour, evaluation, and educational milestone requirements.
Manage recruitment through ERAS, FellowshipCAS, and other applicable systems; coordinate application reviews, interviews, candidate communications, Match processes, and recruitment timelines.
Prepare and distribute appointment letters, offer letters, and onboarding materials.
Coordinate incoming fellows' onboarding, orientation, training, required documentation, and system access with GME, Human Resources, credentialing, and other institutional departments.
Monitor completion of certifications, compliance training, and institutional requirements; assist international medical graduates with administrative visa-sponsorship documentation.
Administer trainee and faculty evaluations through New Innovations and other institutional systems; track completion, send reminders, and prepare milestone and evaluation reports.
Coordinate didactic conferences, educational meetings, and scholarly activity reporting; maintain records of fellow performance, progression, and educational requirements.
Maintain fellowship rotation schedules and academic calendars; track leave and duty hours; coordinate schedule changes; and follow up on compliance requirements.
Coordinate reimbursements for educational conferences, professional development, and approved expenses; assist with purchase requests, expense documentation, and financial transactions; and monitor program expenditures under university policies.
Coordinate meeting logistics, special events, and fellowship graduation activities.
Serve as a liaison among fellowship programs, GME leadership, faculty, trainees, and internal and external stakeholders.
Identify opportunities to improve administrative workflows and operational efficiency and support initiatives that enhance fellow education, professional development, and well-being.
Maintain confidentiality of trainee records and sensitive program information.
Perform related responsibilities as required.
May supervise assigned project staff, interns, and/or volunteers.