Fellowship Coordinator Template
Attachment I
April 2009
Most of the following duties must be assigned to a position to warrant consideration for
reclassification to –Assistant III
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Manage day-to-day administrative functions of fellowship and student programs. Provide
leadership for the development and implementation of strategic plans.
Serve as administrative support to the Department’s Fellowship Program Director,
Assistant Program Director(s), Senior Fellow(s), fellows, and visiting resident physicians
and students
Recommend short and long-range goals to the Program Director by assessing program
needs and identifying fiscal and support services. Provide problem solving/solutions to
many varied types of tissues.
Supervise the production/distribution of annual and monthly call schedules, conference
lists, orientation packets, and course outlines.
Provide orientation to new Senior Fellows and Division Managers regarding
fellows/student affairs and accreditation issues. Plan, develop, and coordinate orientation
program for incoming and continuing fellows.
Supervise the organization, audio/visual needs, and catering for meetings, conferences,
events, certificate luncheons, and graduation dinners.
Develop guidelines and ensure implementation of administration procedures involving or
affecting fellows and students at UCDMC and all affiliated hospitals sites.
Oversee solicitation and assessment of evaluations on fellows, faculty, students, and
rotations as they relate to fellow training.
Provide direction, training, and oversight for fellow/student training activities (including
administrative, educational, and financial issues) to Fellowship Coordinators at
Fellowship Program Offices or GME Offices at affiliate hospital training sites.
Serve as principal administrative contact between Program Directors, Clinic Directors at
UCDMC and all affiliated hospitals training sites.
Responsible for day-to-day fellowship program administrative functions; completion of
training verification forms, vacation/sick leave, fellowship credentialing, licensure and
In-Training exams, and processing new/continuing/separating allocation forms.
Provide resource information and referrals regarding fellowship training and curricular
programs to professional/management staff at UCDMC and affiliated hospitals. Monitor
adherence to University, ACGME, and American Board policies and procedures
Works with Human Resources to ensure fellows are paid on time and accurately.
Supervise reporting of vacation and sick leave balances for fellows.
Responsible for first phase of Fellow Selection process by screening fellow applications
and reviewing for compliance to the Department Selection Guidelines.
Responsible for final phase of Fellow Selection process: preparation of rank list with
direct submission to the National Resident Matching Program (NRMP).
In conjunction with the Program Director, develop plans for resolution of various
confidential fellow issues (i.e. poor academic performance, behavioral problems,
substance abuse, etc). Provide advice to fellows with problems/concerns related to
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program, rotations, or personal issues. Resolve issues independently or notify the
Program Director if appropriate. Ensure proper promotional and marketing programs to
attract outstanding students and fellows to the Program utilizing such tools as the web,
medical journal advertisements, and fellow fairs. Comply with equal
opportunity/affirmative action guidelines
Liaison with Risk Management on legal issues of fellows
Participate in decision-making process for fellowship planning and policy development
Serve as liaison to Graduate Medical Education and Human Resources Departments,
other fellowship training program administrators across the country
Compile and prepare accreditation reports/materials for submission to Accreditation
Council of Graduate Medical Education (ACGME) and American Boards when due.
Ensure training programs meet all the requirements set by the accreditation agencies.
Produce complex schedules assuring fellows receive a wide range of training and meet
RRC and Board requirements
Report directly to Program Director on issues related to the education program. Provide
assessment based upon fellowship and rotation evaluations, accreditation regulations, and
educational needs.
Provide statistical analysis of fellowship recruitment trends, and make recommendations
and implement changes as necessary
Coordinate the scheduling of fellow rotations ensuring that all required components of
the curriculum, ACGME and American Boards are met. Relate new policies or interpret
existing policies in the education program to faculty and fellows
Responsible for completing fellow evaluation summaries for American Boards using the
electronic evaluation system (E*Value)
Oversee organization and management of CME activities complying with CME
guidelines
Prepare and submit travel vouchers, purchase orders requests, and entertainment expenses
Assist fellows with computer programs such as Word, Excel, Access, and PowerPoint
Provide training to new users of the electronic evaluation system (E*Value)
Prepare and submit Program Information Form (PIF) to Medical Staff Office for
credentialing