Fellowship Administrator

Fellowship Administrator

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. Reporting to the Associate Administrative Director for Graduate Medical Education (GME), the Fellowship Administrator is responsible for ensuring all aspects of the fellowship programs in the Department of Obstetrics, Gynecology & Reproductive Sciences (OBGYN&RS) are running smoothly, efficiently, effectively and professionally while balancing multiple tasks simultaneously. This individual will serve as the main liaison / resource for fellows, grand rounds, and fellowship specific meetings. They will partner with department wide Fellowship Program Directors / Associate Directors and faculty members regarding any Fellowship program activities and commitments. The Fellowship Administrator position is tasked with program planning, support and coordination of the fellowship programs (MFM, MFM Genetics, Gyn Onc and Hospitalist fellowship). A key component is managing the fellowship program human resources / credentialing functions of each program. The individual will provide lead coordination and partnered oversight with the Associate Administrative Director. The Fellowship Administrator orchestrates all divisional education programs, clinical assignments, and programmatic aspects of the complex ACGME accredited fellowship program with unique clinical, research, and curriculum components, and non-ACGME activity. Additionally, the Fellowship Administrator manages trainee appointments and reappointments as well as performs data maintenance and development, and other miscellaneous duties as required. The Fellowship Administrator must understand how changes in the schedule affect compensation and communicate this coordination to the Associate Administrative Director and the Program Directors to assure that trainees understand how this affects their personal compensation, and appropriate paperwork can be completed in advance to ensure over, and underpayments do not occur. The Fellowship Administrator works directly with the Program Directors / Associate Directors and is responsible for ensuring compliance with University, GME, and ACGME policies, procedures, fellows' payroll, development of the rotation schedule, duty hours, audits, and data management. The Fellowship Administrator is also responsible for the administration of Fellow Review Courses, recruitment and onboarding as well as maintaining accreditation and compliance with ACGME, national accrediting bodies and UCSF OGME. Perform other duties as needed, including providing back-up to other team members on the GME team. The Fellowship Administrator must be able to triage and prioritize in a fast-paced environment, work independently with minimal supervision, remain current in technological applications, be exceedingly well-organized and flexible, be a pragmatic problem-solver and a team player, with excellent communication skills and meticulous attention to detail.

The Department of Obstetrics, Gynecology and Reproductive Sciences (Ob, Gyn & RS) is a major academic Department in the School of Medicine, engaged in clinical, research and training activities at the Parnassus, Mt. Zion, San Francisco General Hospital campuses, the Betty Irene Moore Women's Hospital at Mission Bay, as well as satellite locations throughout the Bay Area, with an annual operating budget of $150 million. The mission of the UCSF Department of Ob, Gyn & Reproductive Sciences is to improve the lives and health of all women through excellence, innovation and leadership in Patient Care, Scientific Discovery, Education, Advocacy, Diversity, Equity, and Inclusion. "Leading the way in women's health."

Required Qualifications

• BA / BS with a major in Business Administration or related field and / or equivalent experience / training.
• Minimum 3+ years of directly relevant experience.
• At least 2-3 years of working knowledge and prior experiences with Clinical fellowship program and financial, accounting, and administrative systems.
• Knowledge and prior UC experience with Medical Staff credentialing.
• Knowledge of university systems and academic medical centers.
• Experience with finance management, particularly salary support and budgeting.
• Strong ability to prioritize tasks with minimal supervision and is detail oriented.
• 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 relevant policies and regulatory requirements. Solid knowledge of health professions education program requirements. Thorough knowledge of health professions education industry. Knowledge of ACGME, NRMP, and GME requirements.
• Demonstrated experience and documented excellence in oral and written communications skills; includes active listening and critical thinking.
• Demonstrates critical thinking skills, ability to analyze situations, prioritize, and develop solutions; able to manage multiple demands effectively.
• Ability to work independently and within a team environment. 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.
• Demonstrates good judgment in handling sensitive issues.
• Demonstrates skills in financial analysis and fiscal management.
• 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.

Preferred Qualifications