Fellowship Coordinator

Summary

As a key staff member and representative of the Department of Pediatrics education team, the Fellowship Coordinator is a vital administrative partner in the training of future pediatric doctors. In the Department of Pediatrics - one of the largest departments in the University of Minnesota - the coordinator directly contributes to the academic and research missions of the department. Their primary duties relate to administrative coordination of medical education for pediatric subspecialty fellows. This includes administrative planning and execution for fellowship program accreditation, assessment, curriculum, finances, program management, recruitment & onboarding, and research.

This position is a combination of work-from-home and on-campus days. It requires periodic hours outside of the typical workday. We are seeking to enrich the diversity of our workplace community and encourage applicants from diverse communities and cultures to apply. Learn more about diversity, equity, and inclusion in the Department of Pediatrics here: https://med.umn.edu/pediatrics/equity-diversity-inclusion.

Job Duties

95% Fellowship Administrator

* Accreditation: Collaborate with local team members, central offices, and accrediting bodies to enact accreditation requirements. Monitor, maintain, and effectively communicate program reporting requirements to program stakeholders. Complete accreditation requirements and requests timely and accurately. Stay up to date on accreditation requirements. Recommend program-level solutions in response to policy changes to program leadership.

* Assessment: Implement assessment tools and processes using current resources and systems that maximize feedback and meet accreditation requirements. Monitor evaluation completion. Facilitate in training exam process (obtaining tests, coordination, communication, and follow up). Prepare and provide reporting. Escalate performance issues to program leadership. Liaise between fellows, Fellowship Program Director, and Office of General Counsel and others as needed with due process during remediation and probation.

* Curriculum: Administratively support the development, implementation, and continued operation of program curriculum. Manage fellow conference offerings and logistics. Maintain fellow block schedule and rotation accuracy. Audit and format Goals and Objectives.

* Financial: Administer fellowship finances including tasks that may include reimbursements, check requests, and purchasing. Provide guidance to fellows and accountants about funding sources and fellowship nuance. Monitor program spending, investigate issues, and report to program leadership. Review monthly billing statements for personnel accuracy. Provide reporting.

* Program Management: Oversee the day-to-day activities of assigned pediatric fellowship programs, working in conjunction with the Program Director and other resources. Complete timely multiple programmatic surveys. Monitor and direct completion of fellow and faculty surveys. Maintain detailed records of fellow activities including research progress and Scholarship Oversight Committee. Complete training verifications. Prepare Program Policy Manual. Formulate fellowship program policy and process in partnership with the program director and other leadership. Counsel fellows timely and accurately on policies and procedures. Maintain educational agreements. Track and submit ABP fellow information and board requirements. Responsible for the development, currency, and conduct of the fellowship website. Identify communication needs, develop appropriate communication tools and lists, and oversee participant lists. Provide administrative support directly related to program duties to the Program Director.

* Recruitment & Onboarding: With the Fellowship Program Director, review and select the initial list of candidates to be interviewed, plan and manage the implementation of all interview sessions and rank meetings, prepare recruitment materials, and participate in the final selection committee toward input of the rank list. Understand and communicate the timeline and execution of key processes, such as National Resident Matching Program match activities. Maintain accurate program listings. Coordinate visa paperwork and other onboarding / continuing materials for fellows.

* Research: Create and execute appointment letters. Maintain appointment information for T32 trainees in NIH x-train system. Monitor HR appointment; communicate details of HR appointment and related benefits. Process tuition funding. Escalate funding concerns.

5% Other duties as assigned

* Provide operational link between the department's education administration, affiliated sites, community clinics, other stakeholders, and fellows for teaching activities. Actively participate as a member of the departmental Fellowship Program Coordinator team. Complete additional education duties as assigned.

All required qualifications must be documented on application materials

Required Qualifications:

• Bachelor's degree or a combination of education and related professional experience to total four years
• Demonstrated ability in the full suite of Google Apps, including Calendar, Sites, Drive organization and use of forms, sheets, documents
• Proficiency with word processing, spreadsheet, and scheduling programs; adept at learning new software
• Exhibited ability to proactively identify tasks, anticipate needs, and communicate necessary actions to stakeholders in a timely manner
• Ability to effectively collaborate across all levels of an organization, including leadership, colleagues, and trainees.

Preferred Qualifications:

• Demonstrated ability to learn, interpret independently, and apply a variety of complex policies and procedures
• Excellent interpersonal skills including written and verbal communication skills as well as thorough knowledge of English grammar, punctuation, and spelling
• Responds to inquiries professionally, accurately and in a timely manner
• Strong planning, organizational, and execution skills with ability to meet deadlines and shift priorities
• Ability to exercise discretion, confidentiality, and diplomacy
• Demonstrated appreciation of diversity and inclusiveness, with the ability to work effectively with people from a wide variety of backgrounds, cultures, and experiences
• The candidate must be able to work both autonomously and collaboratively; sometimes outside of the regular Monday - Friday workday
• Demonstrated related experience working in a clinical or academic medicine setting
• Working knowledge of important medical education systems and organizations such as New Innovations RMS data system, ACGME WebADs, American Board of Pediatrics portal, NRMP Match, and ERAS application tool
• Experience with Electronic Financial System (EFS)
• Strong Excel and/or data analytic skills

Pay Range: $60,000 - $65,000/year; depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• The University offers a comprehensive benefits package that includes:
• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).

The University of Minnesota Medical School

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.
The mission of the regional campus located in Duluth is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities. In partnership with CentraCare, the regional campus in St. Cloud offers a wide range of patient experiences throughout students' education in Greater Minnesota and prepares them to become exceptional clinicians and leaders for rural and immigrant populations.

Founded in 1888, the University of Minnesota Medical School has three campuses. A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional campuses in Duluth and St. Cloud.