Education Program Coordinator

Job description

*Applications are accepted electronically ONLY at*

University of Colorado Denver l Anschutz Medical Campus

School of Medicine | Department of Pediatrics, Sections of Nephrology and Rheumatology

Education Program Coordinator (Academic Services Senior Professional)

Position #740224 - Requisition 11592

The Department of Pediatrics, Sections of Nephrology and Rheumatology has an opening for a full-time, University Staff (unclassified) Education Program Coordinator (Academic Services Senior Professional) position.

The University of Colorado Denver | Anschutz Medical Campus is a public research university serving more than 18,000 students. We award nearly 4,000 degrees each year, including more graduate and professional degrees than any other Colorado institution. With our solid academic reputation, award-winning faculty and renowned researchers, we offer more than 140 highly rated degree programs through 13 schools and colleges. The university receives over $400 million in research awards each year. In addition to the wide array of health-related programs and facilities offered at CU Anschutz in Aurora, Colo. a significant number of undergraduate and graduate degree programs are taught at CU Denver, our comprehensive campus in the heart of downtown Denver-one of America's most vibrant urban centers. CU Denver is located steps from the Denver Center for Performing Arts and the LoDo District affording our students, faculty and staff access to a broad array of academic, professional, community, recreational and cultural outlets.

A national leader in health care and life sciences, CU Anschutz is the only comprehensive academic health sciences center in Colorado and the largest in the Rocky Mountain region. Located in Aurora, Colo., it is one of the newest education, research and patient care facilities in the world. With six schools and colleges, CU Anschutz trains the health sciences workforce of the future by blending education, research and clinical care all in one place. This strategic collaboration among diverse health care fields allows knowledge to travel directly from the research bench to the patient's bedside. Read CU Anschutz Quick Facts here.

The University of Colorado Anschutz Medical Campus ranks among the top institutions nationally in clinical care, education and research. Its 230-acre campus, designed to enhance collaboration and interprofessional education, hosts the College of Nursing; the Schools of Dental Medicine, Medicine, Pharmacy, and Public Health; the Graduate School; a Health Sciences Library; and two hospitals. Strategically located contiguous to the campus are a biosciences research park and the soon-to-be-completed Veterans Hospital. CU Anschutz offers two undergraduate degrees, 35 graduate degrees, and five first-professional programs. More than 4,000 students learn alongside faculty members who also make meaningful medical discoveries and provide expert clinical care through 1.5 million patient-visits annually. A hub for research and innovation, CU Anschutz receives over $400 million in research awards each year and has filed 1,300 patent applications and formed 53 new companies since 2002.

Job Summary:
The Department of Pediatrics, Sections of Nephrology and Rheumatology are seeking applications for an Education Program Coordinator. This full-time, University Staff (non-classified) position will provide primary support to the Nephrology and Rheumatology fellowship programs. This individual will support the on-going interests of the Fellowship Education Program in both sections. This includes recruitment of fellows, onboarding, orientation, tracking of recruitments, collecting evaluations of fellows, faculty and program components and preparation of reports to UCD and National Graduate Medical Education offices. In addition, this position will be responsible for coordinating and managing resident, medical student and other trainee rotations by working closely and communicating with students, faculty and other training program coordinators. This position will also be responsible for oversight of restricted funds associated with the fellowship programs and assisting with identification of funding resources for incoming fellows, in collaboration with the Fellowship Program Directors and Section Business Manager.

Examples of Work Performed:

Human Resources:

  • Manages all aspects of the annual Fellowship recruitment process, including fellowship marketing, the administration of ERAS and NRMP, arranging applicant interviews and organizing resident/fellow selection.
  • On-boards new fellows, visiting residents, observers, researchers, as well as manages paperwork associated with exiting fellows and rotations for students, residents, fellows and PAs.
  • Collects and organizes information on applicants from the national resident applicant database, Electronic Residency Application Service (ERAS).
  • Coordinates faculty interviewers, space, meals, transportation and other needs for prospective fellows.
  • Assists the PDs and faculty in planning, developing, and implementing student/residency/fellowship program quality improvement projects through meeting coordination, document preparation, and tracking.
  • Maintains, collates, and updates trainee evaluations, duty hours, and attendance through MedHub or other electronic data collection system.
  • Works closely with the Program Directors to review and manage duty hours and reporting issues or concerns to the program directors and fellow. Completes evaluation reports and ensures reporting/completion compliance.
  • Responsible for the dissemination, management and completion of student/resident/fellow, faculty, and program evaluations via Medhub to include initiation, tracking, follow-up reminders, and review.
  • Updates and manages the MedHub System (GME Residency Management System).
  • Records training site/time distribution in MedHub for each resident/fellow for Intern Resident Information System (IRIS) reporting to CMS and HRSA.
  • Collates and assembles data for periodic performance reviews of fellows and other trainees.
  • Edits and updates the Program Manual, Program Agreements, and interfaces with other programs to schedule rotations for fellows and other trainees.
  • Works closely with the fellowship director, section head, fellows and administrative support staff to establish and disseminate annual rotation, clinic and call schedules.
  • Assures completion of evaluations of faculty by learners and of learners by faculty.
  • Contacts the fellows and appropriate faculty every month as needed to fill out incomplete evaluations.
  • Maintains individual fellow files both in hard copy and electronic form, including educational and scholarly output, 360° evaluations, email communications, and certifications.
  • Manages and updates paper and electronic fellowship personnel files.

Financial Management:
  • Manages program operations budget and reimbursements to residents/fellows/faculty.
  • Completes Resident Charge Sheets (RCS) accurately reflecting appropriate funding sources, submits reimbursement and travel reimbursement requests through EPSi (CHCO) or Concur depending on the funding source. Manages fellowship restricted fund (CHCO) and book fund (UCD).
  • Assures accuracy of travel documentation; monitors and tracks budgetary items and purchase request.
  • Oversees supply purchases for the department, including general office supplies and educational materials.
  • Supports insurance management and reimbursement functions.
  • Assist in fellowship reimbursements for moonlighting, conferences, exams, and other covered expenses.

Program Coordination & Support:
  • Coordinates accreditation activities including LCME and ACGME Site Visits, and annual program reviews. Accreditation preparation activities, include: working closely with program director, section head and faculty members on document review and preparation; compiling program-specific statistical information and benchmark data; coordinating complex schedules; and accompanying site visitors during the accreditation process.
  • Interfaces with ACGME, UCGME, CHCO, section business manager to maintain accreditation requirements, confirm funding sources, credentialing paperwork, etc. as well as notify the Program Director of any perceived lapses in individual fellow and/or program requirements for accreditation and certification.
  • Ensures hospital and GME policies and procedures are enforced, and that departmental and program policies and procedures are created and enforced. Works closely with the program directors with annual updates of program-specific documents and fellowship manual.
  • Assists the Program Director in scheduling of didactics, curriculum development and other educational programs, as well as develop and maintain curriculum databases.
  • Develops and maintains up-to-date informational brochures on the Fellowship, in hard copy and online versions, as appropriate.
  • Develops and maintains up-to-date information advertising training opportunities for medical students and residents, either in hard-copy or online
  • Coordinates meetings: schedule meeting requests and room reservations, prepare printed materials and AV equipment, and take minutes as necessary.
  • Attends ACGME, UCGME, Departmental-sponsored meetings for Trainee Program Coordinators to maintain or further develop necessary skills and awareness of new requirements.
  • Organizes all residents, medical students, observers, visiting learner's schedules and activities.
  • Coordinates educational activities (e.g., didactic conference schedule, Grand Rounds, Academic Half Day, Case conferences, etc.) that support the program's curriculum and adhere to ACGME and LCME requirements.
  • Updates and maintains AMCOM on-call calendar for fellows.
  • Provides guidance to students/residents/fellows on program, hospital and GME policies, and non-clinical aspects of the program by acting as the resident expert on fellowship/GME policies and procedures and providing guidance to students, residents and faculty.
  • Maintains various sensitive documents pertaining to accreditation and regulatory compliance.
  • Oversees current and new updates of the ACGME and/or LCME requirements and procedures in order to help maintain program compliance and accreditation. This includes logging into Regulatory websites on a regular basis and reviewing/taking action on program updates sent by those entities.
  • Reviews and updates departmental web site as needed.
  • Manages departmental pagers for Attending, APPs and Fellows.
  • Responsible for HI Resource calendar and department telephone directory, as well as other miscellaneous Nephrology and Rheumatology information updates.
  • Assists with the Departments' conference schedules and retreats, which includes the weekly fellow talks and book club, as well as core lectures, etc.
  • Assists faculty and fellows with any administrative tasks that are requested.
  • Perform other duties and tasks as assigned.

PLEASE NOTE: Candidates will be responsible for travel expenses related to the interview process and any relocation expenses, if applicable.

Salary and Benefits:

The hiring salary for this position is $50,000 to $58,000 and is commensurate with skills, experience and years of service with the University of Colorado. This position is not eligible for overtime compensation.

The University of Colorado offers a full benefits package. Information on University benefits programs, including eligibility, is located at

The University of Colorado Denver | Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.


Minimum Qualifications:
  • Bachelor's degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution.
  • Two (2) years of professional level experience with administration and/or office management. This experience must also include budget management and/or auditing experience, as well as human resources and/or recruiting experience.

Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor's degree on a year for year basis, but not for the specific experience.

Conditions of Employment:
  • Must be willing and able to successfully pass a 10-panel drug test.
  • Must be willing and able to successfully pass a national criminal background check.

Preferred Qualifications
  • Three (3) or more years of administration and/or office management experience in an academic and/or healthcare setting.
  • Three (3) years or more years of direct experience as a fellowship, resident or medical student program assistant/coordinator.
  • Experience managing all aspects of Fellowship recruitment processes.
  • Experience coordinating and managing all aspects of faculty interviews; i.e. reserving space, catering, schedules, etc.
  • Experience managing electronic recordkeeping, including filing systems and databases; i.e. ACGME, ERAS, NRMP, ABP, Medhub, Amion (on call system), etc.
  • Experience preparing and managing reports.
  • Experience setting up and arranging all aspects of conferences, events and meetings.
  • Experience working with and interpreting Federal, State and University policies, rules and regulations.
  • Experience with fundraising and managing expenses.

Competencies/Knowledge, Skills and Abilities:
  • Ability to communicate effectively, both in writing and orally.
  • Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
  • Outstanding customer service skills.
  • Demonstrated commitment and leadership ability to advance diversity and inclusion.
  • Experience setting up and arranging all aspects of conferences, events and meetings.
  • Experience working with and interpreting Federal, State and University policies, rules and regulations.
  • Organizational skills, with the ability to plan and organize Fellowship needs and activities, establish work priorities and provide follow through to ensure completion of activities, both individually and in a team environment.
  • Ability to manage and perform a variety of complex assignments with considerable independent judgment and motivation.
  • Knowledge of, and the ability to become fully competent in computer programs essential to the Fellowship, including the Microsoft Suite (Word, Excel, Access, PowerPoint, Outlook), the Electronic Residency Application System (ERAS), OnCall (amion) scheduling tools and MedHub. Software used will continue to change, so adaptability to new electronic programs and tools is essential.
  • Ability to use independent judgment and discretion when: deciding upon which procedures should be implemented; setting priorities; maintaining standards; and resolving problems.
  • Ability to understand and apply regulatory requirements at the program level.
  • Ability to communicate effectively with administrative personnel, physicians and other program personnel, trainees/prospective trainees, staff and other constituents, in written communications and oral presentations.
  • High-level interpersonal skills are required when working with trainees, faculty, and others in an environment of high volume and stress.
  • Working knowledge of English grammar and the ability to edit and format written documents such as program manuals, program agreements, meeting minutes, etc.

Special Instructions to Applicants:Required Application Materials: To apply, please visit: and attach: 1. A letter of application which specifically addresses the job requirements and outlines qualifications 2. A current CV/resume 3. List of three to five professional references (we will notify you prior to contacting both on and off-list references) Questions should be directed to Ebony Jones at [email protected]

Reference checks are a standard step in our hiring process. You may be asked to provide contact information, including e-mail addresses, for up to 5 references if you are referred to the Hiring Authority for an interview. We will notify you prior to contacting both on and off-list references.

Application Materials Required:Cover Letter, Resume/CV, List of References

Application Materials Instructions:Application Deadline: Applications are accepted electronically ONLY at Review of applications will begin immediately, and will continue until the position is filled.

Job Category: Academic Services

Primary Location: Aurora

Department: H0001 -- Anschutz Medical Campus - 20957 - SOM-PEDS Renal-GenOps

Schedule: Full-time

Posting Date: Oct 27, 2017

Closing Date: Ongoing

Posting Contact Name: Ebony Jones

Posting Contact Email: [email protected]

Position Number: 00740224





Diversity Profile: University



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Job No:
Posted: 2/28/2018
Application Due: 3/27/2018
Work Type: