Fellowship Program Coordinator

Occupational Summary

Plan, coordinate and administer activities within assigned program areas; develop, coordinate and advise on policy related to specified programs.

Work Performed

• Program Compliance and Quality Improvement

• • Ensure adherence to ACGME, GME, and ICGME standards by acquiring knowledge of current regulations and policies.
  • Collaborate with Program Directors to develop and refine educational curricula, track performance data, and drive continuous quality improvement and accreditation.
  • Ensure fellow education is compliant with national, hospital, departmental, and program policies.
  • Manage annual evaluations for fellows, faculty, and program staff involved in fellow education.
  • Maintain and enhance fellowship databases to support program efficiency and effectiveness, with annual updates.
• Recruitment
  • Participate in and coordinates fellowship interview and selection process including the creation, design, and publishing of all recruitment material sent to prospective fellows.
  • Develop expertise in SF Match, ERAS, and the AAMC National Resident Ranking Program for applicable fellowship programs.
  • Utilize databases and tools to manage fellowship program applications and track candidate progress.
• Operational Management
  • Share responsibility for managing fellowship programs, ensuring appropriate resource utilization and delegation of responsibilities.
  • Assist in managing daily program operations and ensuring smooth execution of fellowship activities.
  • Serve as a liaison between fellows, Program Directors, faculty and departmental staff to clarify policies and procedures.
• Communication and Coordination
  • Communicate with fellows and Department Leadership regarding departmental and program activities. 
  • Prepare and distribute program information for departmental meetings and updates on policies and procedures on a regular basis.
  • Organize and update fellowship didactics on multiple platforms including Sakai/ Canvas, weekly.
  • Organize team meetings and departmental activities as required.
• Collaboration and Support
  • Collaborate with other departments to ensure the continuation of high-quality fellow education.
  • Provide support for special projects and additional duties as needed, including occasional work outside standard business hours.

Required Qualifications
Education/Training:    
Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program. 

Experience:    
Work requires one year of experience in program administration or involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE 

Skills:
Preferred Skills:

• Excellent organizational, communication, and analytical skills.
• Ability to provide guidance, set standards, and monitor performance effectively.
• Strong problem-solving skills with the ability to evaluate and improve program performance.
• Knowledge of business principles related to strategic planning, resource management, and leadership.
• Proficiency with scheduling and virtual meeting platforms (Zoom, WebEx), Canvas/Sakai, Microsoft Office (Word, Excel, PowerPoint).  
• Familiarity with ACGME and other accreditation requirements
• Experience in a fellowship or academic medical setting  
  
  

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position.

Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions
Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

Minimum Qualifications

Education

Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.

Experience

Work requires one year of experience in program administration or AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.