Fellowship Coordinator

University of Colorado | CU Anschutz Medical Campus
School of Medicine, Department of Neurology
Fellowship Program Coordinator (Academic Services Principal Pro)
Position #773294 – Requisition #18544

* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *

The University of Colorado Anschutz Medical Campus seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty and staff of diverse backgrounds.

The Department of Neurology is looking for a full time University staff (unclassified) Fellowship Program Coordinator (Academic Services Principal Pro).

The University of Colorado Anschutz Medical Campus is a public education, clinical and research facility serving 4,500 students, and a world-class medical destination at the forefront of life-changing science, medicine, and healthcare. CU Anschutz offers more than 42 highly rated degree programs through 6 schools and colleges, and receives over $500 million in research awards each year. We are the single largest health professions education provider in Colorado, awarding nearly 1,450 degrees annually. Powered by our award-winning faculty, renowned researchers and a reputation for academic excellence, the CU Anschutz Medical Campus drives innovation from the classroom to the laboratory to the delivery of unparalleled patient care. Read CU Anschutz Quick Facts here.

Nature of Work
The Fellowship Program Coordinator, under direction from the Education Manager and the Program Directors, is responsible for coordinating the Neurology fellowship programs, and coordinating activities and events in the residency program, and serving as the subject matter expert for the program. On behalf of the Fellowship Program Directors, this individual will perform duties related to directing and coordinating the academic and operational activities of the Fellowship programs within the Department of Neurology; The Program Coordinator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.

The Neurology Fellowships include three ACGME subspecialty fellowships: Vascular Neurology, Neuromuscular Medicine and Epilepsy, five UCNS/AUPO accredited programs: Behavioral Neurology, Headache, Clinical Neuromuscular Pathology, Neuro-Oncology, and Neuro-Ophthalmology, and four non-ACGME fellowships: Movement Disorders, Neuroimmunology, Neuro-Infectious Diseases and Neurohospitalist fellowships.

The Coordinator represents the neurology education programs on behalf of the Graduate Medical Education (GME) Office, the Department of Neurology, the School of Medicine (Undergraduate Medical Education), and the University of Colorado Denver. The breakdown of effort in the various aspects of this position is estimated to be 80% fellowship program coordination and 20% Education program support.

Examples of Work Performed

Responsibilities include, but are not limited to the follow:
  • Manage the day-to-day operations for the fellowship program and provide guidance and expertise to program directors, fellows, faculty and staff.
  • Manage operational activities for clinical and research fellows (~17 Fellows) and ensure program goals and objectives are accomplished.
  • Collaborate with the Program Directors in program planning and in the development of Fellowship program academic and clinical requirements to ensure accreditation standards are met.
  • Interfaces with ACGME, UCGME, and Education Manager to maintain accreditation requirements, confirm funding sources, , etc.. In addition to communicating with the Program Director of any perceived lapses in individual fellow and/or program requirements for accreditation and certification.
  • Fellowship program liaison with the GME office and various other agencies, organizations, and groups. Prepares a variety of documentation associated with Fellowship program operations; distributes documentation or retains records as appropriate.
  • Manage and coordinate all aspects of the ongoing full-cycle fellow recruitment for the department (e.g., applicant review, coordinating interview days, manage ranking process; maintain website information, fellow onboarding, fellow personnel matters, and fellow immigration).
Data and Record Management:
  • Manage Medhub and WebADS, as required by GME and ACGME,, generating reports and documentation; maintains files of Fellowship program records.
  • Update faculty and fellow activity in scholarly activities in WebAds as well as maintain database of cases in ACGME annual reports; Oversees monthly monitoring of case logs, and duty hours compliance.
  • Create evaluations, tests and online modules.
  • Distribute, track and maintain the personnel files of fellows who enter and leave the program.
  • Develop and manage fellowship program block rotation schedules, collaborating with the program directors on complex issues.
Policy Coordination and Compliance:
  • Coordinate monthly fellowship meetings for all programs, and maintains accurate documentation of each meeting, as well as attend all Clinical Competency Meetings and Program Evaluation Meetings for the fellowships and maintain proper documentation for each meeting.
  • Manage accreditation activities including ACGME Site Visits, and annual program reviews by working closely with the program director and faculty members on gathering data and coordinating site visits.
  • Accreditation preparation activities include: working closely with program director, section head and faculty members on document review and preparation; compiling program-specific statistical information and benchmark data; coordinating complex schedules; and accompanying site visitors during the accreditation process.
  • Ensures hospital and GME policies and procedures are enforced, and that departmental and program policies and procedures are created and enforced. Works closely with the program directors with annual updates of program-specific documents and fellowship manual.
  • Implement relevant rules and regulations promulgated by the various governing and accrediting bodies of the neurology fellowship programs (ACGME, UCNS, GME and the School of Medicine).
  • Assist with future planning, development and implementation of fellowship programs including the academic and clinical requirements to ensure accreditation standards are met.
  • Maintain and ensure accuracy of program letters of agreement (PLAs) with all training locations.
Education Program Support:
  • Under the direction of the Education Manager, the coordinator will provide assistance as needed for education meetings, events, seminars, conferences, speakers, etc., which may include arranging speaker schedules, making travel arrangements, and procuring food items.
  • Assist with the daily management and yearly planning of the adult neurology residency program. Assist with management of the IM resident rotation schedules, daily clinic schedules, weekly didactics schedule and meetings.
  • Support the development of reports and maintain records for the University or national accreditation boards using data sources such as ERAS, WebAds, Amion, MedHub or other reporting tools as needed.
  • Help onboard visiting trainees meeting all requirements from the GME and ACGME. This includes all badging, security access, EPIC training, parking access, state licensure applications, Medicaid forms and other GME forms as needed.
  • Distribute evaluations for the programs through Medhub, as well as distribute individual evaluation reports to the faculty for their annual evaluation report in PRISM.
  • Oversees processing of verification of training and maintains the Department's alumni database.
Financial Management:
  • Completes funding worksheets accurately reflecting appropriate funding sources.
  • Assist in fellowship reimbursements for moonlighting, conferences, exams, and other covered expenses.
  • Assist in annual budgeting for fellowships by gathering information on allotted FTE funding from hospital practice sites in addition to any grant funding.
  • Analyze current educational programs/services related to fellowships and suggest improvements in the rotation schedules to identify cost cutting measures and practices that are more efficient.
Salary and Benefits:
Salary for this position will be determined commensurate with skills and experience.
Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.
Benefits: https://www.cu.edu/employee-services/benefits
Total Compensation Calculator: http://www.cu.edu/node/153125

Diversity and Equity:
The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@ucdenver.edu.

The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

The University of Colorado Denver | Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.
Qualifications
Minimum Qualifications:
  • A bachelor's degree in Business Administration, Communications, Finance, Human Resources, or similar field from an accredited institution.
  • Two (2) years of experience working with fellowship programs and/or graduate medical education in a health care setting or closely related field.
Substitution: A combination of university/college course work and relevant work experience may substitute for the Bachelor's degree on a year-for-year basis (i.e. Associate's degree, plus two years of experience OR four years of related experience).

PLEASE NOTE: Candidates will be responsible for travel expenses related to the interview process and any relocation expenses, if applicable.

Preferred Qualifications
  • Four (4) years of experience working in an academic residency/fellowship coordinator position.
  • Experience working with ACGME. GME, policies and accreditation standards
Knowledge, Skills, and Abilities
  • Ability to manage and perform a variety of routine and complex assignments with considerable independent judgment.
  • Ability to handle sensitive information with absolute confidentiality.
  • Knowledge and ability to plan for and manage the administrative activities of a Fellowship Education Program through application of prescribed standards, policies, procedures. Skilled in developing short and long-term administrative goals for the Fellowship program to promote effectiveness and efficiency.
  • Knowledge and skill in the use of computer systems and software; knowledge of information data systems and the expertise to adapt them to the support of a clinical education program.
  • Ability and skill in establishing and maintaining effective working relationships with other Fellowship program personnel, Faculty, staff, affiliate institutions, residents, students, and the public.
  • Skill in communicating professionally and effectively both orally and in writing.
  • Skill in using independent judgment and discretion and deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems.
  • Ability to gain comprehensive knowledge of the terminology, principles, and methods utilized in the training and educational programs.
  • Skill in prioritizing, planning, working independently, and organizing work projects and assignments effectively and efficiently.
  • Excellent organizational skills, with the ability to plan and organize fellowship program needs and activities, establish work priorities, and provide follow-through to ensure completion of all activities.
  • Great attention to detail, computer sophistication, ability to manipulate web-based report systems, and ability to work with faculty, fellows, students and staff in the department, GME Office and School of Medicine Offices in a competent and professional manner is required.
  • Ability to understand and apply regulatory requirements at the program level.

Special Instructions to Applicants: Required Application Materials: To apply, please visit: http://www.cu.edu/cu-careers and attach: 1. A letter of application which specifically addresses the job requirements and outlines qualifications 2. A current CV/resume 3. List of three to five professional references (we will notify you prior to contacting both on and off-list references) Questions should be directed to: Joshua Schwab – joshua.m.schwab@cuanschutz.edu
Application Materials Required: Cover Letter, Resume/CV, List of References Application Materials Instructions: Application Deadline: Applications are accepted electronically ONLY at www.cu.edu/cu-careers. Review of applications will begin immediately and will continue until the position is filled.
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