Fellowship Coordinator

Job description

DescriptionUniversity of Colorado | CU Anschutz Medical Campus

School of Medicine, Department of Medicine

Division of Cardiology

Fellowship Coordinator

Position #00760760 – Requisition #16192


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


The University of Colorado Anschutz Medical Campus seeksindividuals with demonstrated commitment to creating an inclusive learning andworking environment. We value the ability to engage effectively with students,faculty and staff of diverse backgrounds.


The Division of Cardiology has an opening for a full-time University Staff (unclassified) Fellowship Coordinator (Academic Services Senior Professional) position.


The University of Colorado Anschutz Medical Campus is apublic education, clinical and research facility serving 4,500 students, and aworld-class medical destination at the forefront of life-changing science,medicine, and healthcare. CU Anschutz offers more than 42 highly rated degreeprograms through 6 schools and colleges, and receives over $500 million inresearch awards each year. We are the single largest health professionseducation provider in Colorado, awarding nearly 1,450 degrees annually. Poweredby our award-winning faculty, renowned researchers and a reputation foracademic excellence, the CU Anschutz Medical Campus drives innovation from theclassroom to the laboratory to the delivery of unparalleled patient care. ReadCU Anschutz Quick Facts here.


Nature of Work: 

The Division of Cardiology in the Department of Medicine islooking for a creative, innovative individual to direct, manage, and evaluatethe eight fellowship programs in the Division of Cardiology.  This is a full-time exempt professionalposition located at the AMC campus.  Onbehalf of the Fellowship Program Directors, individual will perform managerialduties as related to planning, directing, and coordinating academic,operational, and financial activities of the fellowship programs; assisting inthe development of program educational and administrative goals and objectives;developing the mapping of the fellowship programs structure; and providingsound guidance and advice on other pertinent fellowship program issues.

The position will provide coordination and oversight for allFellowship Program Coordinator duties and systems.  The position will review, analyze, andprepare divisional goals; work closely with Directors, Managers, Supervisors,and Mentors concerning policy and procedures; develop effective workingrelationships with other departments such as Graduate Medical Education,Procurement, and external entities; assume a leadership role in the eightFellowship Programs; and manage a variety of special projects as assigned. 

Additionally, this position will plan, manage, andcoordinate all aspects of CME Division conferences including but not limitedto: developing and managing budgets, including grant budgets; generating andtracking all necessary paperwork for CME approval; working closely withDirectors and contractors to develop policies and procedures to ensure allconferences are in compliance with University policies; and overall managementand execution of conferences from start to finish.

Examples of Work Performed:

Fellowship Program Functions

  • Manages program operational activities and ensures that program goals and objectives are accomplished
  • Counsels fellows on program policies and procedures
  • Updates program policies as needed and as GME office policies change
  • Understands and adheres to all ACGME and GME policies and procedures to ensure accreditation of fellowships
  • Develops and distributes annual rotation schedule and changes including entering and updating in MedHub
  • Develops and distributes manuals/handbooks for fellows
  • Coordinates program wide events such as graduation, luncheons, etc.
  • Maintains files on current and alumni fellows
  • Coordinates and proctors annual GTE in-service examination
  • Maintains fellows scholarly activity data for GME office and ACGME annual update
  • Collaborates with program directors for faculty development and continuous quality improvement
  • Acts as liaison between Fellows and Division and other constituents, including GME, department, clinics, patients, visitors, and others.
  • Maintains accounting records for all aspects of fellowship department budget.
  • Establishes and maintains a systematic file system with proper security measures for confidential documents.  Maintains accurate records of fellows schedules and provides documentation for program accreditation, Medicare reimbursement, and other purposes.
  • Ensures fellows compliance with medical and controlled substance Licenses, DEA number, BLS/ACLS/PALS, USMLE/ TB test, flu shot, N95 respirator mask fitting, and computer training requirements.


  • Coordinates the updating, distribution, tracking and filing of fellows, faculty and rotation evaluations in MedHub.
  • Coordinates all aspects of onboarding new fellows by working with the Graduate Medical Education office and collecting and submitting all necessary paperwork for fellows to rotate through three different hospitals
  • Coordinates all evaluations of fellows, faculty, and fellowship programs in MedHub
  • Prepares and submits verification of training forms
  • Schedules semi-annual fellows reviews with program directors and associate program directors, including preparation and portfolio review
  • Coordinates all exiting of fellows by ensuring evaluations are completed on time and processing all necessary paperwork for graduation
  • Processes Moonlighting Authorization Forms

Fellow Recruitment

  • Manages applications through the Electronic Residency Application Service (ERAS) program
  • Invites candidates and organizes the interview schedules
  • Facilitates faculty reviewers in screening candidates for interviews
  • Prepares applications, implements and organizes interview schedules, and organizes all interview dates including: recruiting interviewers; room scheduling; food ordering; arranging dinners the night before; arranging luncheons for recruits; booking shuttles to and from Denver Health.
  • Updates recruiting brochures, websites and other materials provided to applicants
  • Schedules candidate interviews with faculty, meetings with fellows and tour of facilities
  • Facilities match meeting and then submits the rank order list to the National Resident Matching Program (NRMP)
  • Reviews the required policies and document packet with FMG interviewees including interview packet checklist, J1 and H1B visas
  • Verifies applicant eligibility including program selection policy, Educational Commissions for Foreign Medical Graduates (ECFMG) and visa requirements.
  • Completes annual GME Census Survey through GME Track to populate program’s listing of FREIDA.   

Program Accreditation

  • Advises program directors of ACGME specialty’s program requirement interpretations
  • Maintains accurate and easily retrievable records of fellows training
  • Completes annual ACGME program and fellows updates
  • Manages data for ACGME Next Accreditation System (NAS)
  • Organizes special/internal review with the GME office
  • Serves as a key participant in ACGME site visits


  • Prepares and manages fellows program budget
  • Processes and tracks procurements for fellows using their book and travel fund
  • Processes procurements for the fellowship program
  • Manages all travel budgets for fellows ensuring they stay within their annual limit
  • Develops and implements travel and procurement policies and procedures in relation to managed events

Salary and Benefits:

The hiring range for this position begins at $52,200 and iscommensurate with skills and experience.

This position is not eligible for overtimecompensation.

Your total compensation goes beyond the number on yourpaycheck. The University of Colorado provides generous leave, health plans andretirement contributions that add to your bottom line.

Benefits: https://www.cu.edu/employee-services/benefits.

Total Compensation Calculator: https://www.cu.edu/employee-services/total-compensation


Diversity and Equity:

Please click here for information on disabilityaccommodations: http://www.ucdenver.edu/about/departments/HR/jobs/Pages/JobsatCUDenver.aspx

The University of Colorado Denver | Anschutz Medical Campusis committed to recruiting and supporting a diverse student body, faculty andadministrative staff. The university strives to promote a culture ofinclusiveness, respect, communication and understanding. We encourage applicationsfrom women, ethnic minorities, persons with disabilities and all veterans. TheUniversity of Colorado is committed to diversity and equality in education andemployment.

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

QualificationsMinimum Qualifications:

  • A bachelor’s degree in education, psychology, business,public administration, health care, educational technology, social science,liberal arts, communications, accounting, finance, library science, or adirectly related field from an accredited institution.
  • Two (2) years of experience supporting a fellowship program,residency program, and/or graduate medical education.

Substitution: A combination of education and relatedtechnical/paraprofessional experience may be substituted for the bachelor’sdegree on a year for year basis.

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


Preferred Qualifications:

  • Three (3) or more years of experience working with fellowship programs and/or graduate medical education in a health care setting or a closely related field.
  • Experience with computer programs related to Fellowship needs, such as MedHub or Electronic Residency Selection System (ERAS).
  • Experience updating and maintaining websites.
  • Experience administering new employee orientations and presenting information to large and small groups.

Knowledge, Skills, and Abilities :

  • Ability to develop and implement program ideas into successful academic programs.
  • Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
  • Demonstrated commitment and leadership ability to advance diversity and inclusion.
  • Ability to work independently and pay close attention to detail.
  • Ability to communicate effectively, both in writing and orally.
  • Excellent interpersonal and problem solving skills and ability to diplomatically handle problems of a sensitive and/or confidential nature.
  • Demonstrated leadership and superior organizational skills.
  • Commitment to providing excellent customer service.
  • Ability to perform the essential functions of the job as outlined in the position description.
  • Ability to meet multiple concurrent deadlines with continuous changing of priorities.

Job Category: Academic Services
Primary Location: Aurora
Schedule: Full-time
Posting Date: Apr 17, 2019
Unposting Date: Ongoing




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Job No:
Posted: 4/19/2019
Application Due: 7/6/2019
Work Type: