Job Description

Position Summary

The, Research, Clinical Education and Fellowship Program Coordinator provides comprehensive administrative, operational, and educational support for the Department's research initiatives, clinical education activities and fellowshiptraining program. This position is responsible for coordinating Graduate Medical Education (GME) operations, facilitating clinical and scholarly activities, supporting faculty and trainees, ensuring compliance with accreditation and regulatory standards, and promoting continuous quality improvement across educational and research programs.

Working collaboratively with the Program Director, faculty, hospital leadership, Graduate Medical Education (GME) Office, Institutional Review Board (IRB), and interdisciplinary teams, the coordinator serves as a central resource to ensure the successful administration of fellowship education, scholarly productivity, and clinical education initiatives.

Essential Duties and Responsibilities

Research, Quality Improvement, and Clinical Education Coordination

• Coordinate clinical, educational, and quality improvement research projects.

• Assist in developing policies, procedures, and best practices that support educational excellence.

• Assist faculty with grant submissions, budget tracking, progress reports, and sponsor communications.

• Support manuscript preparation, abstract submissions, poster presentations, and scholarly publications.

• Coordinate research meetings and maintain timelines for ongoing projects.

• Monitor study milestones and facilitate internal and external audits as required.

• Participate in departmental strategic planning and quality improvement initiatives.

• Develop and maintain annual educational calendars and schedules.

• Assist with curriculum development and implementation of competency-based educational initiatives.

• Support faculty development activities related to teaching, mentoring, and educational scholarship.

Graduate Medical Education (GME) Program Coordination

• Coordinate the day-to-day administrative operations of the fellowship program.

• Maintain compliance with Accreditation Council for Graduate Medical Education (ACGME), institutional, and specialty board requirements.

• Prepare documentation for accreditation site visits, Annual Program Evaluations (APE), Clinical Competency Committee (CCC), and Program Evaluation Committee (PEC) meetings.

• Maintain trainee files, licensure, certifications, onboarding requirements, Program Letters of Agreement, procedure logs, evaluations, milestone reporting and annual rotation schedule.

• Coordinate trainee recruitment including interview scheduling, applicant communication, orientation, and onboarding.

• Monitor duty hours, educational attendance, required training, and program compliance. Plan and prepare for in-training exams. Coordinate remediation process as applicable.

• Serve as the primary liaison among trainees, faculty, the GME Office, hospital departments, and external organizations.

• Prepare agendas, minutes, reports, and correspondence related to fellowship operations. Track trainee, faculty, and program evaluations.

• Attend monthly program coordinator meetings and webinars as applicable.

Administrative Responsibilities

• Maintain departmental calendars, meeting schedules, and project timelines.

• Coordinate committee meetings and prepare meeting materials and minutes.

• Develop reports, presentations, and correspondence for departmental leadership.

• Perform additional duties as assigned in support of departmental operations.

Qualifications

Required

• Bachelor's degree in healthcare administration, education, business administration, public health, or a related field, or equivalent combination of education and experience.

• Excellent organizational, communication, and interpersonal skills.

• Strong project management and multitasking abilities.

• Proficiency with Microsoft Office Suite and database management systems.

• Ability to work independently while managing multiple priorities and deadlines.

Preferred

• Minimum of 2-3 years of experience in grant writing, technical writing, or proposal development.

• Experience in Graduate Medical Education, academic medicine, healthcare administration, or clinical education.

• Knowledge of ACGME accreditation standards and fellowship program administration.

• Experience with ERAS, NRMP, New Innovations, or similar GME management systems.

• Experience coordinating clinical research and familiarity with IRB processes.

• Experience supporting quality improvement initiatives and educational program evaluation.

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