Fellowship Program Manager

UCSF•San Francisco, CA

2d•Onsite

About The Position

The Fellowship Program Manager coordinates and manages the administrative, operational, and accreditation activities of fellowship and other Graduate Medical Education (GME) programs. The role supports fellows, postdoctoral trainees, faculty, program directors, and other stakeholders; maintains program records and data; coordinates recruitment, onboarding, educational activities, and learner support; and ensures compliance with ACGME requirements, University policies, and other regulatory standards. The position serves as a subject matter expert on ACGME accreditation requirements and supports the design, implementation, and maintenance of systems for continued accreditation of residency and clinical fellowship programs. It serves as a liaison and consultant to Pediatric programs on accreditation requirements and processes, and analyzes and presents complex program and institutional data to support continuous quality improvement. The program manager also oversees program operations, accreditation activities, budgets, agreements, policy implementation, data reporting, and educational events across multiple training sites. The Department of Pediatrics comprises 20 fellowship programs and more than 200 fellows and residents. This position provides ongoing support to 30–35 fellows and 5–6 programs, while also serving as the wellness advisor working with all 20 Pediatric fellowship programs to develop wellbeing practices. The role requires on-site work at Mission Hall five days a week.

Requirements

Bachelor’s degree in a related area, or equivalent experience or training.
At least 3 years of related experience.
Thorough knowledge of relevant policies, regulatory requirements, health professions education program requirements, and the health professions education industry.
Thorough knowledge of administrative analysis, operations research, and the administrative and operational implications of a program.
Demonstrated ability to develop and implement processes and systems.
Documented excellence in oral and written communication, including active listening and critical thinking.
Strong interpersonal and problem-solving skills; ability to support learners, resolve issues, cooperate with others, and work productively with people from any background with empathy and awareness of impact on others.
Excellent organizational and analytical skills, attention to detail, and ability to maintain accurate files and records, document processes, meet deadlines accurately, and manage short and competing deadlines.
Thorough knowledge of educational software and platforms, and ability to analyze and improve the user experience.
Thorough knowledge of data management and documentation methods for investigating and presenting program findings, including statistical analysis of data across databases and systems.
Experience with ACGME Common, Program-Specific, and Institutional Requirements.
Knowledge of Clinical Competency Committee, Program Evaluation Committee, Annual Program Evaluation processes, policies, and continuous quality-improvement processes.
Experience with ACGME Accreditation Data System data entry, reporting, and site-visit preparation.
Experience collaborating with GMEC and institutional stakeholders to maintain accreditation standards.
Experience in scholarly work, research, and academic program initiatives within GME.
Experience managing data, reporting, and metrics using GME systems, including MedHub, ADS, and NRMP.
Demonstrated expertise in GME, ACGME, and ABP requirements.
Must work on site at Mission Hall five days a week.

Nice To Haves

Master’s degree in a related area.

Responsibilities

Coordinate program activities and collaborate with program managers and faculty on learner needs, competencies, curriculum, and examinations.
Provide ongoing support to 30–35 fellows and 5–6 programs throughout fellows’ appointments.
Maintain accurate clinical rotation schedules in MedHub and ensure duty-hour reporting and required online evaluations are completed on time.
Manage learner and program files, accreditation documentation, databases, and data systems in accordance with regulatory and University policies.
Create reports and check data for accuracy and completeness; use fellowship systems such as ERAS, MedHub, and AMION to support fellows and program directors.
Ensure program administrative, financial, and operational activities comply with accreditation standards, University policy, and regulatory requirements.
Prepare online and paper documentation for ACGME accreditation site visits and the New Accreditation System; coordinate site-visit documents, notes, rooms, refreshments, and preparation meetings, and support directors afterward.
Monitor learner files, program documentation, and policies for compliance, and develop and maintain documentation processes that meet regulatory requirements.
Serve as a point of contact for prospective candidates, learners, faculty, and other stakeholders; answer questions, share program information, resolve learner issues, advise learners on their studies, and communicate learning opportunities and curriculum requirements.
Train, teach, and guide trainees on wellbeing initiatives; orient new staff and provide required wellness-project training; advise and collaborate with Pediatric fellowship programs on wellbeing practices.
Plan and coordinate logistics and budgets for recruitment, orientation, graduation, conferences, simulation, assessment, social events, and other educational activities; lead workshops or information sessions as needed.
Collaborate with faculty and program leadership to develop and implement program and curriculum evaluation tools, strategies, and timelines; ensure deadlines are met and report evaluation findings.
Analyze program performance, curriculum effectiveness, and the impact of rotations and other educational activities.
Participate in budget development, track program and educational activity expenses, generate reports, recommend cost reductions, and collaborate on program financial matters.
Coordinate recruitment and onboarding, accreditation activities including CCC, PEC, APE, and GMEC, work-hour and evaluation systems, agreements, and policy implementation.
Lead data reporting and quality-improvement initiatives; facilitate educational events; support faculty, trainees, and stakeholders across training sites; and contribute to scholarly work, research, committees, and institutional initiatives.