Fellowship Coordinator - 134272

The Department of Medicine (DOM) is the largest department within the UCSD School of Medicine and is responsible for fulfilling the teaching, research, and clinical missions of the University of California, San Diego School of Medicine. The department employs approximately 500 salaried faculty, 168 academic appointees, 331 residents, fellows, and postdocs, and 480 staff personnel.

Under general supervision of the Division Administrator and the Fellowship Training Program Directors, the Fellowship Training Program Coordinator has overall management and responsibility for administering the full range of development, design and implementation of training tools, learning materials, control documentation, and record training experiences, to maintain RRC/ACGME compliance for Cardiovascular Specialty Fellowships and educational programs. The incumbent is responsible for implementation of all aspects of the program and will require full knowledge and understanding of the professional goals, objectives and expectations specific to program training matters and compliance regulations to meet accreditation protocols for the training program. This includes a comprehensive knowledge of Accreditation Council for Graduate Medical Education (ACGME) requirements. Responsible for organizing, directing, coordinating and administering resources and systems in consultation with the Division Chief, Fellowship Directors, Division Faculty, Division Administrator, Division Grant and Financial Managers to assure overall control of fellowship activities. Interface with all Division Faculty, the School of Medicine Departments, campus and hospital officers, the Department of Medicine Business Office, all other Department and Divisional units and other medical organizations to include the ACGME, RRC, ABIM, AAMC, NRMP, ERAS, ACR, AAAAI, Medical Licensing Boards, OGME, ECFMG, and Verifications of Fellow Alumni.

Duties to include but not limited to meeting the administrative needs as related to fellows, with unique case scenarios. Independently coordinate the annual recruitment process using the Electronic Residency Application Service (ERAS) for Cardiovascular Specialty Fellowship applicants yearly, to include, planning, development and set-up, and coordination of receiving, pre-screening, evaluating, interview scheduling and ranking candidate applications. Additionally responsible for managing fellows include: travel preparation and documentation of results, classroom scheduling, certifications and graduation applications, maintaining master rotation and call schedules, elective logs, personnel and payroll records, maintaining data required for ACGME accreditation and evaluation systems for both house officers and faculty. Responsible for managing the program budget to include reconciliation, travel, purchase orders, recharges and reimbursements. Responsible for coordinating and planning all meetings, events, and conferences. Serves as liaison between UCSD fellows and faculty and affiliated institutions, community physicians, and other agencies. Serves as liaison between UCSD and Department offices and administration. Acts on behalf of Program Director as needed.

The administration of the fellowship training program requires full knowledge of the professional goals of an accredited and non ACGME training programs. This includes a comprehensive knowledge of Accreditation Council for Graduate Medical Education (ACGME) requirements. The Fellowship Program in Cardiovascular Medicine/Specialty annually receives between 400-450 applicants. The interventional program receives 40-50 applications per year for two slots, the advanced heart failure program receives 30-40 applications per year for two slots, the Electrophysiology program receives --- applications per year for two slots, and the Imaging program receives about 20 applications for 1 slot and a new Adult Congenital fellowship which will begin in the next FY.

Applies acquired skills, process, and policy knowledge to support professional health education program learners. Coordinates program operations, which include teaching and learning activities, program curriculum, learner scheduling, maintaining databases, tracking learner compliance, and program accreditation.

• Six (6) years of related experience, education/training, OR an Bachelor's degree in related area plus two (2) years of related experience/training.

• Basic knowledge of relevant policies and regulatory requirements. Basic knowledge of health professions education industry. Demonstrated ability to identify, interpret, and apply appropriate policies and procedures to complex systems, and to provide clear and concise instructions.

• Basic knowledge of administrative analysis and operations research. Acquiring skills in developing and implementing processes and systems. Familiarity with the administrative and operational implications in a program.

• Communication skills; includes verbal, written, and active listening. Service-oriented and responsive to questions and requests. Ability to interact in a professional, resourceful, and courteous manner. Excellent interpersonal, communication, and negotiation skills to obtain and impart information via the telephone, electronic mail, and in person. Demonstrated ability to present ideas with tact, diplomacy, and good judgement to a broad range of people.

• Demonstrated interpersonal skills. Demonstrated ability to develop working relationships within department and with learners.

• Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to work with extremely complex faculty calendars/schedules requires extremely well organized and detail oriented precision.

• Knowledge of educational technology and systems. Ability to troubleshoot and triages related technology issues.

• Investigative, data analysis, and reporting skills. Ability to generate computer reports, checking for errors, correcting and submitting accurate reports. Skills include entering, maintaining, extracting, and analyzing data in electronic systems.

• Demonstrated experience with the medical education process, including undergraduate medical education (medical school), postgraduate residency training, and continuing medical education after residency.

• Demonstrated experience and understanding of ACGME General Program and the ACGME Residency Review Committee and an understanding of their implications for a fellowship program.

• Demonstrated experience with ERAS and Med Hub software.

• Demonstrated experience with reconciliation and management of fellowship grant funds.

• Extensive PC and software experience including Windows, Microsoft Office Suite (Word, Excel, PowerPoint), and Internet Navigation.

• Demonstrated experience with travel, accounting, and purchasing forms, policies, and procedures.

• Demonstrated analytical, problem-solving, and decision making skills. Ability to research problems, identify and articulate issues, evaluate options, consider consequences, recommend and implement solutions.

• Knowledge of academic personnel policies and procedures and appropriate appointment forms and processes.

• Demonstrated experience with online scheduling and website maintenance tools.

• Demonstrated bookkeeping, accounting, and fiscal management skills. Ability to successfully manage a complex budget with many differing funds.

• Must be willing to work overtime as deadlines may dictate.

• Must be available to work during critical periods in the fellow selection process.

• Employment is subject to a criminal background check.