Job Summary
The Centralized Fellowship Coordinator oversees the programmatic accreditation and compliance for 3-5 subspecialty training programs and their trainees. The coordinator must become competent and knowledgeable in all ACGME and Board requirements for assigned programs/trainees and ensure annual reporting is submitted in a timely fashion. This position requires a high level of organization to ensure each program, their trainees, and their Program Director(s) needs are met. They work in partnership with additional Centralized Fellowship Coordinators within the office, the Fellowship Education Specialist, the Director of Medical Education, and the Director of Fellowship Training and are integral in the development and implementation of new initiatives.
This position is eligible for a flexible work arrangement.
Responsibilities
- Under the general supervision of the Fellowship Education Specialist, Director of Medical Education, Director of Fellowship Programs, and Associate Chair of Education, direct and oversee the administrative accreditation activities of three-five (3-5) ACGME-accredited Pediatric Fellowship Programs.
- Develop unique knowledge of the ACGME and Program Requirements, policies, and procedures for each of their assigned ACGME-accredited training programs.
- Oversee and manage ACGME new program applications and ACGME site visits (as applicable).
- In consultation with the Fellowship Program Director(s), Associate Chair of Education, Director of Fellowships, and Medical Education Office, develop the annual program evaluations and action plans for each academic year – submit all required documentation to UCM GME and ACGME WebADS.
- Join with medical education office and institutional leadership to develop and implement new systems and administrative policies, educational programs, and compliance/evaluation/accreditation strategies.
- Oversee and monitor the resident management system (MedHub), including, scheduling, evaluation, and quarterly/yearly compliance requirements for each training program, including quarterly tracking (evaluation completion, clinical work hour submission, conference attendance, procedures, etc.).
- Compile and analyze data for quarterly compliance deadlines, create semi-annual review documentation, oversee clinical competency committee organization/reporting, and ensure milestone data is accurately submitted.
- Develop knowledge of all Board Requirements for each of the assigned training programs; ensure trainees are meeting their scholarly expectations on an annual basis.
- Oversee and conduct internal program reviews as required by UCM GME/Finance in addition to overseeing preparation for external audits by the ACGME.
- Develop and maintain processes and documentation of files associated with current fellows and alumni; maintain integrity of alumni database, work with Medical Education office to ensure verifications are completed and returned per ACGME guidelines.
- Oversee the organization, coordination, and evaluation of various fellow curricula/resources, including the semi-annual educational conferences.
- Create/update program agreements, malpractice, and offsite rotation documentation in compliance with Institutional protocols.
- In conjunction with other Fellowship Education Coordinator(s), develop and implement methods and procedures for accomplishment of short and long-term programmatic initiatives and aims. Evaluate and track the degree to which programs’ objectives are achieved and provide feedback/reports to Fellowship Program Directors, Associate Chair of Education, Director of Fellowship Programs, and Medical Education Administrator.
- Participates in day-to-day operations of accredited and non-accredited residency and fellowship training programs and ensures compliance with organizations such as the American Council of Graduate Medical Education (ACGME) and Residency Review Committees (RRC).
- Coordinates and interprets requirements of the training program, including accreditation, duty schedules, evaluation process, resident/fellowship recruitment, Match process, orientation and employees relations.
- Has a moderate/high level of authority in reporting and ensuring compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.
- Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include a college or university degree in related field.
Work Experience:
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
Preferred Qualifications
Experience:
- Working experience with Graduate Medical Education Program(s) and Databases (i.e. ACGME WebADS, ERAS, MedHub, NRMP, ABPN etc.).
Preferred Competencies
- Familiarity with general business practices.
- Commitment to providing a high level of service and working in a team environment.
- High degree of professionalism.
- Communicate effectively in both a written and oral format with a broad range of individuals within and external to the University of Chicago community, including individuals in a position of authority.
- Ability to simultaneously oversee and organize multiple projects with competing deadlines.
CONTACT INFORMATION:
Juan Mascorro-Guerrero
Human Resources Generalist
jmascorro@bsd.uchicago.edu
