Fellowship Coordinator - Division of Palliative Medicine, UCSF
533 Parnassus Ave
The Fellowship Coordinator oversees all administrative aspects of the Hospice and Palliative Medicine Fellowship Program and provides additional administrative support to the Division of Palliative Medicine, working closely with the fellowship director, division manager, faculty and other division staff to successfully perform responsibilities that are critical to the Division. This position requires the ability to prioritize work accurately and independently and to function effectively to manage competing priorities. A high level of professionalism and diplomacy is also required.
The individual serves as the primary contact for administrative activities of the UCSF Hospice and Palliative Medicine (HPM) fellowship. This fellowship is a one-year subspecialty Graduate Medical Education (GME) training program that trains top physicians to become compassionate, clinically excellent leaders in all areas of Hospice and Palliative Medicine. Fellowship trainees include 4 categorical fellows (PGY4), 1 pediatric sub-specialty fellow (PGY4), and 1 Geriatrics-Palliative Medicine fellow (PGY5). Working closely with the director of the HPM fellowship, this individual manages the day-to-day operations of the fellowship, directly supports fellows and program faculty, and participates in ongoing quality and program improvement projects. Major operational responsibilities include creating and managing fellow schedules across partner sites, organizing all fellowship educational activities, managing the fellowship budget, managing annual fellow recruitment/interviews, and ensuring compliance with national Accreditation Council for Graduate Medical Education (ACGME) and university regulatory bodies and procedures. The individual is expected to gather and analyze program and fellow evaluation data, create and revise program administrative procedures and systems to improve efficiency and the experience of fellows and faculty. Critically, s/he must effectively facilitate a positive and cooperative climate in the fellowship while ensuring compliance with administrative requirements and solving administrative problems for program fellows and faculty. In addition to the fellowship specific responsibilities, the individual is also responsible for coordinating other education activities within the division such as Palliative Medicine Grand Rounds and CME courses.
Other division-wide administrative responsibilities include coordinating the medical credentials/privileges and academic appointments for faculty, fellows, MSP physicians, and visiting scholars, and maintaining the Division website and social media channels. The individual will assist with budget reconciliation and financial management of fellowship and division budgets, as well as implement division budget allocations and maintain department chart of accounts. The individual will also provide administrative support to division faculty, and perform other miscellaneous activities related to the start-up and day-to-day operations of the division.
• Bachelor's degree in related area and one to three years of related experience; and/or equivalent experience/training
• Demonstrated proficiency in Microsoft Office (Word, Outlook, PowerPoint & Excel)
• Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to work with extremely complex faculty calendars / schedules requires extremely well organized and detail oriented precision
• Investigative, data analysis, and reporting skills. Ability to generate computer reports, checking for errors, correcting and submitting accurate reports. Skills include entering, maintaining, extracting, and analyzing data in electronic systems
• Excellent communication skills; includes verbal, written and active listening. Service oriented and responsive to questions and requests. Ability to interact in a professional, resourceful, and courteous manner
• Demonstrated interpersonal skills. Demonstrated ability to develop working relationships within department and with learners
• Demonstrated ability to interpret, apply policies and regulations, and problem solve
• Demonstrated ability to use discretion and maintain all confidentiality
• Demonstrated ability to use sound judgement in responding to issues and concerns
• Ability to work independently and with minimal supervision on several projects simultaneously
• Knowledge of educational technology and systems. Ability to troubleshoot and triage related technology issues
• Prior project management experience
• Basic knowledge of relevant policies and regulatory requirements. Basic knowledge of health professions education industry
• Working knowledge of ACGME requirements
• Prior experience with UCSF HR policies and procedures
• Demonstrated extensive knowledge and navigation of Qualtrics, MyAccess, MyExpense, BearBuy, MedHub, UC Ready and other UCSF systems
• Thorough working knowledge of accounting systems, and experience with and skills in financial management and analysis
UCSF offers employees a comprehensive compensation package, including competitive salaries and a full range of benefits, services and programs.
Minimum Education Required