"Fellowship Coordinator"

Overview

Reporting to the Assistant Director, Medical Education, under limited supervision, exercise independent judgment and initiative to coordinate the daily operations and annual processes for the Anesthesiology Fellowship Programs working very closely with the Education Administrative Team. Provide high level administrative support to ensure the success of the programs. Assist with the direction of the training programs, educational activities, ensure program compliance with YNHH, YSOM, regulatory agency standards (ACGME), Yale University and Department of Anesthesiology policies and maintain essential reporting documents. Position functions as a contact and liaison between fellows, faculty and administration for the compiling and submission of reports to the ACGME, AAMC, ABA and any other professional organizations as required. Provides data for various GME database programs including WebADS, ABA, AAMC, ERAS, NRMP, FREIDA, RTID etc. Responsible for facilitating orientation, onboarding/orientation, credentialing of all trainees through the YNHH Medical Staff Office, House Staff Office, Faculty Affairs, graduation, ITE, fellow activities/reimbursement, program meetings, educational activities and recruitment. Coordinates documentation in Medhub including evaluations, caselogs, rotation schedules, vacations/Timeoff and ensures timely completion. Participates in GME and Department meetings. Supports team members and meetings/committees including but not limited to CCC, PEC, APE, fellow meetings, GME team meetings, etc. Supports other activities, as needed.

This role is Hybrid with occasional evening hours required.

Required Skills and Abilities

1. Demonstrated experience supporting a residency/fellowship program. Demonstrated experience in handling administrative tasks such as scheduling/calendar management, expense processing, coordination of travel, event planning, tracking and coordination.
2. Communication Skills: Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook).
3. Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
4. Customer Service/Team oriented: Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups.
5. Confidentiality and Judgment: Ability to handle sensitive information with discretion and exercise sound independent judgment.

Preferred Skills and Abilities

1. Bachelor's Degree and related work experience.
2. GME experience preferred, experience with residency/fellowship program coordination and specific applications such as Amion, MedHub, ERAS, NRMP, SF Match and the ACGME’s Accreditation Data System.

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.
4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.
5. Gets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material.
7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.

Hourly Range

$31.83