Fellowship Program Coordinator

Location: Lipson Cancer Institute - Rochester General, United States of America

Job Title:  Fellowship Program Coordinator

Department: MedEd Fellowships

Location: Lipson Cancer Institute - 1425 Portland Avenue, 1st Floor, Rochester, NY 14621

Hours Per Week: Full-time

Schedule: Monday-Friday 8a-4:00p

Summary

Coordinates activities and functions of a designated program to ensure that goals and objectives specified for the program are accomplished in accordance with established priorities, time limitations, funding limitations, or other specifications.  Responsibilities may include hiring, training, coordination, solicitation, and scheduling of projects; developing and implementing team member training programs; ongoing project management; and supervising team members in conjunction with the leader.

Key Responsibilities

May coordinate, monitor, or supervise the activities of team members

Develops and recommends new or revised program goals.

Develops and schedules program work plan in accordance with specifications and funding limitations; oversees daily operations and coordinates activities of program; determines priorities.

Monitors program expenditures, ensuring that budget allocations are not overspent.

Confers with and advises team members on problem-solving assistance, answers questions, and interprets program goals and policy interpretation; refers to the appropriate department person when unable to respond.

Coordinates activities of program with inter-related activities of other programs or departments to ensure optimum efficiency and compliance with appropriate policies, procedures, and specifications.

Evaluates program effectiveness to develop improved methods; devises evaluation methodology and implements; analyzes results and recommends and/or takes appropriate action.

Develops, compiles, and writes communications and promotional literature for distribution.

Develops and implements a plan for the recruitment, hiring, orientation, and ongoing development of team members.

Manages the day-to-day operations of the program, which includes conducting meetings, providing leadership to the quality improvement process, promoting open communications, and resolving day-to-day problems and concerns of team members and/or customers.

Ensures that policies and procedures of the program are in compliance with all regulatory and hospital standards and that staff understand and implement these policies and procedures consistently.

Ensures effective communication within the program, the department, the hospital, and in the community.

Fellowship Program

Fellow Onboarding and Support: Provide all scheduling and site information about the fellowship to incoming/visiting fellows. Coordinate with the credentialing office, IT, security, and the GME office to ensure that all licensing, certification, access, and equipment needs are met. Manage all fellow expense reimbursements.

Fellow Education: Coordinate and manage weekly educational sessions, including scheduling speakers, reserving space, and collecting speaker materials for the program repository.

Coordination and Communication: Partner with Program Directors, Associate Directors, and the Graduate Medical Education (GME) Office to ensure programs follow Accreditation Council for Graduate Medical Education (ACGME) and institution rules. Serve as the primary fellowship program point of contact for current fellows, faculty members, and external applicants.

Data/Information Management: Maintain fellow database with demographic and schedule information. Maintain and update Program Policy and Procedure Manual; assure that all required policies are included and up to date. Maintain file information for alumni training verification requests. Complete ACGME and other national surveys with accurate program information.

Evaluation: Manage the electronic evaluation system to track all evaluations of the fellowship programs and fellows. Plan and prepare quarterly or biannual Program Evaluation and Clinical Competency Committee meetings, including the scheduling, material distribution, reporting, and tracking of action items from meetings as well as recording attendance and minutes. Provide quality data to the Medical Director semi-annually for the GME Committee quality report.

Fellow Statistics: Provide weekly reports about program status to the Program Director and every other month reports to the GME Committee.

Recruitment: Coordinate fellow recruitment using the Electronic Residency Application Service (ERAS) and the National Resident Matching Program (NRMP).  Review and screen candidate files, arrange interviews, and assist the selection committee with scoring and ranking.

Site Visits: Coordinate documentation preparation for ACGME site visits and prepare the schedule for the day of the site visit. Assist GME Office with New York State work hour audits as appropriate.

Perform other duties as assigned.

Preferred Qualifications

Excellent verbal and written communication skills highly desired.

Bachelor’s degree in a field related to assigned area preferred.

Demonstrated project and people management ability highly desired.

Experience in administrative / coordinator capacity preferred.

One year of supervisory experience preferred.

Minimum Qualifications

None

Rochester General Health System is an Equal Opportunity / Affirmative Action Employer. Minority/Female/Disability/Veteran

EDUCATION

LICENSES / CERTIFICATIONS

PHYSICAL REQUIREMENTS

Sedentary - Sedentary roles are primarily office-based and require prolonged sitting (67–100% of the workday) with minimal physical effort and lifting limited to under 10 lbs. Fine motor skills are necessary for computer work, writing, and telephone use, supported by clear visual and auditory ability. Cognitive and emotional demands are high due to extended concentration, frequent interruptions, independent decision-making, and information processing. Although physical exposure is low