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POSITION SUMMARY: 

In conjunction with the Department Chair, Department Director, and Program Director, the Medicine Fellowship Program Manager collaborates under the direction of the Program Mgr. II in GME/UME in the implementation and compliance of all aspects of the management and administration of GME within the Department of Medicine.

ESSENTIAL FUNCTIONS:

• Direct knowledge of current RRC rules and regulations for each fellowship program, ACGME Common Program Requirements and ACGME institutional requirements in conjunction with DOM leadership.
• Develop a thorough knowledge of fellowship databases to enhance fellowship program and department efficiency. Educate physicians/faculty personnel in the use of such systems as required. Annually update the databases.
• Participate in the creation, design and publishing of all recruitment material sent to prospective fellows. Develop a thorough knowledge of and be able to disseminate information regarding requirements of the AAMC National Resident Matching Program. (NRMP)
• Organize the annual recruitment of fellows within those requirements. Develop a thorough knowledge and use of the ERAS national database for fellow recruitment.
• Provide oversight to individual fellowship coordinators to ensure that rotation schedules are entered into MedHub for required financial reporting.
• Provide oversight to individual fellowship coordinators and administrative timekeepers to ensure time reporting is accurate
• Provide oversight to individual fellowship coordinators and program directors for completing required annual information including but not limited to: Annual Program Evaluation, Web ads annual update, GME track updaters.
• Ensure all evaluations are being assigned and completed in a timely manner by fellows and faculty.
• Responsible for the development of processes or systems to increase GME compliance in a manner that satisfactorily maintains program consistent program performance.
• Have shared responsibility through oversight of divisional fellowship coordinators for management of fellowship programs consisting of an approved number of fellows through appropriate utilization of resources and delegation of responsibilities.
• Provide administrative support to the Program Manager II of GME/UME and Vice Chair within the Department of Medicine in coordination with other faculty, fellows, residents, & other departmental staff) by supplying shared clarification of organizational and departmental policies, standards, operational procedures, and guidelines.
• Collaborate with the Program Manager II of GME/UME to update the Programs budget. This includes, but not limited to the maintenance of financial records, Corporate Card management, travel arrangements, and verify and approve purchases.
• Oversee updates of departmental/residency and fellowship policies on a regular basis as designed by Program Manager II of GME/UME in the Department of Medicine. Update materials for the program at the discretion of the Departmental Chairman, Vice Chair of Education, Program Mgr. II of GME/UME, and Fellowship Program Directors.
• Provide onboarding education for new or transitioning fellowship coordinators.
• Collaborate with other departments to ensure the continuation of quality fellow education.
• Supervise program coordinators / staff assistants.
• Organize team meetings and departmental activities as required.
• Serve as Fellowship Coordinator for the Clinical Informatics Fellowship
• Attend educational conferences and national meetings for professional development and maintenance of skills and knowledge.

REQUIRED QUALIFICATIONS:

• Bachelors Degree required or equivalent experience
• A minimum of 3 years related experience.
• Proficient in the use of computer databases and PowerPoint, Excel, and Word.
• Must have a demonstrated ability in efficiency and time management to work under pressure regarding meeting regular, simultaneous deadlines for various individuals, organizations, and institutions.
• Must be meticulous to consistently ensure program and resident compliance with several regulatory entities.
• A proven ability to collaborate comfortably with physicians, administrators, and other healthcare providers at all levels.
• Skill in managing assigned projects related to education and healthcare, such as special programs and events, which require significant multitasking.