Lead Fellowship Coordinator- Department of Surgery

The University of Arizona•Tucson, AZ

8d•Onsite

About The Position

The Health and Medical Education Program Professional III serves as the primary administrative support to the Program Director and faculty, working both independently and in close collaboration with program leadership to manage all administrative activities of the Complex General Surgical Oncology (CGSO) Fellowship. This role is responsible for overseeing the day-to-day operations of the fellowship programs, ensuring smooth program management, efficient communication, and adherence to all institutional and accreditation standards. The Health and Medical Education Program Professional III serves as a key liaison between the program director and faculty; this role supports both residency and divisional initiatives. The role operates with a high degree of autonomy, exercises independent judgment, and may hold final decision-making authority on administrative matters. Incumbents in this position manage programs with a broader scope, increased complexity, and significant fiscal responsibilities, contributing directly to the ongoing success and accreditation compliance of the training program. Visa sponsorship is not available for this position.

Requirements

Bachelor's degree or equivalent advanced learning attained through experience required.
Five (5) years of relevant work experience is required.
Proficiency in Microsoft Excel, Word and Office.

Nice To Haves

Experience with UA Analytics and UAccess Manager Self Service is preferred.

Responsibilities

Interpret and implement ACGME, institutional, and program requirements; prepare accreditation documents and annual reports.
Manage daily operations, budgets, resources, and fellow files from recruitment through graduation; maintain alumni records.
Maintain and update New Innovations system (personnel data, duty hours, evaluations, rotation schedules, etc.).
Coordinate applicant recruitment, onboarding, orientation, and events (retreats, graduation, etc.).
Serve as liaison with faculty, hospital staff, and external agencies; support mentorship programs; act on behalf of Program Director when needed.
Prepare program manuals, promotional materials, and affiliation agreements; handle training verifications and visa processing.
Serve as point of contact for high-level inquiries relating to education programs, handling matters with confidentiality and diplomacy.
Provide high-level administrative support to Surgical Oncology faculty, including calendar management, meeting coordination, and travel arrangements.
Ensure timely submission of documents and materials to meet departmental and institutional deadlines (e.g., Banner, UArizona systems).
Coordinate and support communication across the division to maintain alignment with university procedures and requirements.
Assist in resolving day-to-day administrative challenges by evaluating options and providing guidance based on established university and department policies.
Serve as a point of contact for internal and external stakeholders regarding scheduling, documentation, and general operational support.
Support academic and clinical initiatives through effective communication, organization, and documentation.
Coordinate physician and fellow availability for assigned call schedules; create and distribute call schedules to physicians, hospital staff and residents; enter call schedule into QGenda.
Coordinate tumor board meetings, and other special projects as assigned.
Manage the fellowships budget in coordination with the Program Director and business office.
Track expenditures, fellow stipends, travel, training funds, and reimbursements.
Assist faculty and fellows with travel authorizations, purchasing, and expense reimbursements.