Fellowship Program Coordinator

Job description

*Applications are accepted electronically ONLY at www.cu.edu/cu-careers.*

University of Colorado l Anschutz Medical Campus

School of Medicine, Department of Neurology

Fellowship Program Coordinator (Academic Services Senior Professional)

Position #696929- Requisition 12552

The Department of Neurology is seeking applications for a full-time, University Staff (unclassified) Fellowship 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 Fellowship Program Coordinator, under direction from the Education Manager and the program directors, is responsible for coordinating the Neurology fellowship programs, and coordinating activities and events in the residency program. The Coordinator represents the neurology education programs on behalf of the Graduate Medical Education (GME) Office, the Department of Neurology, the School of Medicine (Undergraduate Medical Education), and the University of Colorado Anschutz Medical Campus. The breakdown of effort in the various aspects of this position is estimated to be 80% fellowship program coordination and 20% Education program support. This position is responsible for identifying funding sources for incoming fellows, in collaboration with the Fellowship Program Directors and Education Manager. This role will also support the on-going interests of the fellowship programs. This includes recruitment of fellows, onboarding, orientation, tracking of requirements, and evaluation of fellows, faculty and program components.

Examples of Work Performed:

Duties and responsibilities of this position include, but are not limited to the following:

Fellowship Program Coordinator:

  • Manage operational activities for clinical and research fellows (~17 Fellows) and ensure program goals and objectives are accomplished.
  • Manage all aspects of the ongoing recruitment process, using ERAS/NRMP and SFMatch systems.
  • Recruitment management also includes but is not limited to:
    • Review applicants and identify potential candidates who meet minimum requirements for GME, ACGME, UCNS and AUPO. Correspond with candidates to obtain all required application documentation. Work closely with program directors to review and interview candidates and coordinate interview days for prospective fellow candidates.
    • Advise program director on pertinent issues concerning fellow selection, appointments to program and assist in resolving fellow issues and program problems.
    • Oversee and participate in the ranking session with faculty, organize the fellowship match process (ERAS or SFMatch), and prepare final submission of Match List to the online system.
    • Manage up-to-date fellowship program information on the department website and external websites.
    • Run all aspects of onboarding new faculty fellows to 4 area hospitals. Manage processes for fellowship program field recruitment. Obtain and submit all required paperwork and work closely with GME office, HR and hospital affiliates.
    • Manage processes for fellowship program field recruitment, onboarding (badging, security access, EPIC training, parking access, state licensure applications, hospital privileges and credentialing, Medicaid forms and other GME forms as needed).
    • Manage all personnel matters for the clinical and research fellows, including the application and interview process of Clinical Fellows and the J and H visas of Research Fellows.
    • Perform other duties as assigned.

Financial Management:
  • Completes funding worksheets accurately reflecting appropriate funding sources. Manages fellowship book fund (UCD).
  • Assist in fellowship reimbursements for moonlighting, conferences, exams, and other covered expenses.

Data and Record Management:
  • Manage Medhub and WebADS, online programs required by GME and ACGME for reporting as well as all other necessary reporting tools required by the University or national accreditation boards.
  • Create evaluations, tests and online modules.
  • Distribute, track and maintain the personnel files of fellows who enter and leave the program.
  • Develop and manage fellowship program block rotation schedules, collaborating with the program directors on complex issues.
  • Analyze current educational programs/services related to fellowships and suggest improvements in the rotation schedules to identify cost cutting measures and more efficient practices.
  • Identify and resolve fellow issues, process issues, clinical requirement concerns, and problems related to overall program objectives.
  • Assist in annual budgeting for fellowships by gathering information on allotted FTE funding from hospital practice sites in addition to any grant funding.
  • Perform other duties as assigned.

Policy Coordination and Compliance:
  • Coordinates accreditation activities including 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, and Education 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.
  • Manage the day-to-day operations for the fellowship program and provide guidance to fellows, faculty and staff on program, hospital, GME policies and all other non-clinical aspects of the program by acting as the expert on fellowship/GME policies and procedures.
  • Manage accreditation activities including ACGME Site Visits, and annual program reviews by working closely with the program director and faculty members on gathering data and coordinating site visits.
  • Develop and create reports for queries related to ACGME site visits, program reviews, retreats, audits or other pertinent request.
  • Coordinate and participate in clinical competency committee meetings, program evaluation committee meetings and strategic planning meetings to ensure compliance with the various accreditation bodies (ACGME, UCNS, GME).
  • Implement pertinent university rules and procedures as well as state and federal policies applicable to the fellowship program.
  • Implement relevant rules and regulations promulgated by the various governing and accrediting bodies of the neurology fellowship programs (ACGME, UCNS, GME and the School of Medicine).
  • Assist with future planning, development and implementation of fellowship programs including the academic and clinical requirements to ensure accreditation standards are met.
  • Maintain and ensure accuracy of program letters of agreement (PLAs) with all training locations.
  • Perform other duties as assigned.

Education Program Support:
  • Under the direction of the Education Manager, the coordinator will provide assistance as needed for education meetings, events, seminars, conferences, speakers, etc., which may include arranging speaker schedules, making travel arrangements, and procuring food items.
  • Assist with the daily management and yearly planning of the adult neurology residency program. Assist with management of resident rotation schedules, daily clinic schedules, weekly didactics schedule, meetings and semiannual reviews.
  • Support the development of reports and maintain records for the University or national accreditation boards using data sources such as ERAS, WebAds, Amion, MedHub or other reporting tools as needed.
  • Help onboard visiting trainees meeting all requirements from the GME and ACGME. This includes all badging, security access, EPIC training, parking access, state licensure applications, Medicaid forms and other GME forms as needed.
  • Perform other duties 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 commensurate with skills and experience. 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 https://www.cu.edu/employee-services.

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.
  • One to two (1-2) years of experience working with fellowship programs and/or graduate medical education in a health care setting or closely related field.

Substitution: A combination of university/college course work and relevant work experience may substitute for the Bachelor's degree on a year-for-year basis (i.e. Associate's degree, plus two years of experience OR four years of related experience), but not for the specific experience.

Preferred Qualifications:
  • Experience working as an education coordinator.
  • Experience working in an academic medicine practice.
  • Experience working with computer programs related to Fellowship needs, including Microsoft Suite (Word, Excel, PowerPoint, Outlook, etc.), MedHub, and Electronic Residency Selection System (ERAS).
  • Experience updating and maintaining websites.
  • Experience managing all aspects of meetings, fellowship recruitment processes and interviews.
  • Experience administering new employee orientations and presenting information to large and small groups.

Competencies/Knowledge, Skills, and Abilities:
  • Excellent organizational skills, with the ability to plan and organize fellowship program needs and activities, establish work priorities, and provide follow-through to ensure completion of all activities.
  • Great attention to detail, computer sophistication, ability to manipulate web-based report systems, and ability to work with faculty, fellows, students and staff in the department, GME Office and School of Medicine Offices in a competent and professional manner is required.
  • Knowledge of, or ability to become fully competent in computer programs essential to the Fellowship program, including Microsoft Suite (Word, Excel, PowerPoint, Outlook), MedHub, the Electronic Residency Selection System (ERAS), OnCall (AmIOn) scheduling tools, and Canvas. Software used will continue to change so adaptability to new electronic programs and tools is essential.
  • Ability to communicate effectively with administrative personnel, physicians and other program personnel, trainee/prospective trainees, and staff and other constituents in written communications and oral presentations.
  • Ability to maintain professional and customer service-oriented interpersonal skills working with fellows and others in an environment of high intensity and stress.
  • Ability to understand and apply regulatory requirements at the program level.
  • Demonstrated commitment and leadership ability to advance diversity and inclusion.

Special Instructions to Applicants:*Applications are accepted electronically ONLY at www.cu.edu/cu-careers. * REQUIRED APPLICATION MATERIALS: 1). A letter of application which specifically addresses the job requirements and outlines qualifications. 2) A current resume/CV. 3) List of 3-5 professional references. Questions should be directed to Alexander Stein 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: 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 - 20244 - SOM-Neurology

Schedule: Full-time

Posting Date: Feb 6, 2018

Closing Date: Ongoing

Posting Contact Name: Hannah Daniels

Posting Contact Email: [email protected]

Position Number: 00696929





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Job No:
Posted: 2/28/2018
Application Due: 3/20/2018
Work Type: