Apply for Job Job ID366990 LocationTwin Cities Job FamilyAdministration-General Full/Part TimeFull-Time Regular/TemporaryRegular Job Code8208A1 Employee ClassCivil Service Add to Favorite Jobs Email this Job About the Job 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 & Onboardin : 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. Qualifications All required qualifications must be documented on application materials Required Qualifications: Bachelor's degree and one year of related professional experience, 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... For full info follow application link. 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.