Fellowship Program Manager

Job description

Job Function Summary
Involves designing, conducting, promoting, evaluating and supporting health professions education programs in compliance with organizational objectives and nationally accepted accreditation standards and requirements. Supports learners (including but not limited to faculty, residents, clinical fellows, graduate or undergraduate learners, practicing or licensed professionals) in areas such as curriculum, teaching and learning activities, scheduling, core competencies, assessment and evaluations. Coordinates all activities associated with ongoing administration of health professions education programs.
Generic Scope
Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.
Custom Scope
Applies knowledge about curriculum, requirements and educational activities to coordinate professional health education programs. Coordinates and maintains program operations, which may include teaching and learning activities, program curriculum, learner scheduling, maintaining databases, tracking learner compliance, and program accreditation.
The position is responsible for coordinating a full range of administrative, oversight, and management aspects of division fellowship programs. The incumbent oversees and coordinates (both electronically and paper) record keeping and processing of all required documents for fellows and other postdoctoral trainees and scholars. Must have excellent organizational skills, analytical, and demonstrated attention to detail, in addition to proficiency in working with internal databases and systems, including specialized web based applications. Skills include entering, maintaining, extracting, and analyzing data in electronic systems. The ability to complete work and meet established deadlines in an accurate and timely manner, and to manage short and competing deadlines is essential. Demonstrated organizational skills, including the ability to maintain accurate files and records, and document processes is a position requirement.
The incumbent supports the fellowship recruitment process, including scheduling fellowship candidates for interviews with faculty. Incumbent must have strong interpersonal and problem solving skills, and is often the initial point of phone or email contact for prospective incoming fellowship candidates. Demonstrated experience and documented excellence in oral and written communications skills are essential, including a professional, pleasant, and resourceful attitude. As UCSF competes with other nationally ranked academic institutions in recruiting for its fellowship programs, these skills are a key requirement.
Provides administrative and other support to fellows, postdoctoral, and other trainees, including processing reimbursements and purchasing requests. Must have demonstrated experience and proficient computer skills using a full range of business applications within the Microsoft Office suite.
Incumbent will also be responsible for leading, coordinating, and serving as a subject matter expert in a department-wide activity related to the fellowship program. This position is responsible for being the subject matter expert on ACGME accreditation requirements and plays a key role in designing, implementing, and maintaining systems for ensuring the full and continued accreditation of the ACGME accredited residency and clinical fellowship programs. The incumbent will be a liaison and consultant to Pediatric programs with regard to interpretation and execution of accreditation requirements and processes and is responsible for analyzing and presenting complex program and institutional data for continuous quality improvement of pediatric programs.
The program manager oversees all aspects of Graduate Medical Education (GME) program administration, accreditation, and operations. This role ensures compliance with ACGME Common, Program-Specific, and Institutional Requirements while supporting the strategic growth and continuous improvement of residency and fellowship programs. Responsibilities include managing accreditation activities (CCC, PEC, APE, and GMEC), coordinating recruitment and onboarding processes, maintaining work hour and evaluation systems (MedHub, ADS, NRMP), and overseeing program finances, agreements, and policy implementation.
The program manager also leads data reporting and quality improvement initiatives, facilitates educational events, and provides faculty, trainee, and stakeholder support across multiple training sites. Demonstrating deep expertise in GME operations, this position contributes to scholarly and institutional efforts through research, committee participation, and collaboration to sustain program excellence and accreditation.
Department Overview
The Department of Pediatrics is one of the largest and most complex departments in the School of Medicine. The department is comprised of 20 fellowship programs, with over 200 fellows and residents.
Fellowship Program Coordination and Learner Support
Works with program managers and / or faculty to meet the educational needs of program learners through collaborative development and implementation of programmatic activities, which may include program competencies, curriculum, and exams.
• Provides ongoing support to 30-35 fellows and 5-6 programs throughout their appointment.
• Responsible for maintaining timely and accurate clinical rotation schedules in an online MedHub database.
• Ensures that duty hour reporting is completed in an accurate and timely manner, which may require monthly contact with fellows to ensure that they have entered and reported their duty hours as required by the GME Office.
• Work with faculty and fellows (~60-80) to ensure that required on-line evaluations are completed in a timely manner to meet compliance requirements.

Program Files, Data and Systems Management
• Manages program files and data, which may include individual learner files as well as program accreditation documentation in accordance with relevant regulatory and University policies.
• Creates reports to ensure accuracy and completeness of data.
• Use all required fellowship systems to provide support to fellows and program directors (i.e. ERAS, MedHub, AMION, etc.).

Accreditation and Regulatory Compliance
• Ensures administrative, financial and other program operations are compliant with accreditation standards, University policy, and other regulatory requirements.
• Prepares reports and follows up as necessary.
• Prepares all documents (online) and paper for ACGME accreditation site visits and The New Accreditation System (NAS).
• During site visits, takes notes, provides all documents as needed and schedules rooms, refreshments and prep meetings prior to site visits.
• Provides administrative support to Directors as needed after site visit.
• Monitors learner files as well as program documentation and policy to ensure compliance with established and evolving standards.
• Develops and maintains program processes for documentation to meet regulatory requirements.

Learner Advising, Wellness and Stakeholder Support
Serves as point person for learners, which may include prospective health professions education program candidates; current health professions education learners; and all other stakeholders.
• Answers questions and disseminates program information.
• Resolves ad hoc issues relative to program learners.
• Advises learners on planning, initiation, and completion of their studies.
• Communicates clinical learning opportunities and curriculum requirements and effectively communicates information about learners' program choices.
• As program manager will provide training, teaching and guidance to all trainees on wellbeing initiatives and will be responsible for orienting new staff and providing the required trainings for wellness projects.
• Will serve as the wellness advisor and work with all 20 fellowship programs in pediatrics to develop best practices for wellbeing.

Educational Events and Program Activities
• Plans, executes the logistics, and monitors budgets for program social events and / or educational activities, which may include recruitment; orientation; graduation; conferences; and simulation and / or other assessment activities.
• May lead workshops and / or information sessions for learners, faculty, and staff.

Program and Curriculum Evaluation
• Collaborates with program faculty and leadership to develop program and curricular evaluation documentation; including evaluation tools and strategies / timelines.
• Implements program evaluation strategies and ensures compliance with deadlines.
• Analyzes program performance, curriculum effectiveness, and impact of rotation experience and other educational activities.
• Provides summary reports of evaluations to program leadership.

Budget and Financial Management
• Participates in budget development and tracks expenses for the program and / or relevant health professions educational activities.
• Generates reports and recommends methods to reduce costs.
• Collaborates with program management on financial issues within the program.

Required Qualifications
• Thorough knowledge of relevant policies and regulatory requirements. Solid knowledge of health professions education program requirements. Thorough knowledge of health professions education industry.
• Thorough knowledge of administrative analysis and operations research. Demonstrated ability to develop and implement processes and systems. Thorough knowledge of the administrative and operational implications in a program.
• Demonstrated experience and documented excellence in oral and written communications skills; includes active listening and critical thinking.
• Strong interpersonal skills. Actively cooperates and supports the work of others. Ability to work productively with anyone regardless of background. Empathetic and aware of impact on others. Strong problem solving skills to assist learners and resolve issues.
• Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to complete work and meet established deadlines in an accurate and timely manner, and to manage short and competing deadlines.
• Thorough knowledge of educational software and platforms. Demonstrated ability to analyze and seek solutions to enhance the user experience.
• Thorough knowledge of data management, documentation methods used in investigating and presenting findings about the program. Skills include statistical analysis of data across databases and systems.
• Experience in ACGME Common, Program-Specific, and Institutional Requirements.
• Knowledge of Clinical Competency Committee, Program Evaluation Committee, Annual Program Evaluation process, policies, and continuous quality improvement processes.
• Experience with ACGME Accreditation Data System data entry, reporting, and site visit preparation.
• Collaboration with GMEC and institutional stakeholders to maintain accreditation standards.
• Experience in scholarly work, research, and academic program initiatives within GME.
• Data management, reporting, and metrics tracking using GME systems: MedHub, ADS, and NRMP systems.
• Demonstrated expertise in GME, ACGME and ABP requirements.
• Minimum 3 years of related experience.
• Must report on site at Mission Hall five days a week.

Required Education
• Bachelor's degree in related area and / or equivalent experience / training.

Preferred Education
• Master's degree in related area preferred.

Licenses
None listed.
Certifications
None listed.