The Program Coordinator duties are organizing, coordinating, and planning operational facets of a program and its related activities which include, but are not limited to the following: establishing long-term operational objectives, researching factors that may impact the success of the program, and working with individuals or groups to research and document program requirements in order to provide appropriate input into the development of strategic plans.
The Fellowship Program Coordinator provides administrative, operational, and programmatic support for graduate medical education fellowship training programs within Emory University School of Medicine.
The coordinator works closely with Program Directors, faculty, fellows, departmental leadership, and the Graduate Medical Education Office to ensure the effective administration of fellowship programs in accordance with Accreditation Council for Graduate Medical Education (ACGME) requirements, institutional policies, and departmental procedures.
KEY RESPONSIBILITIES:
- Develops work plans to accomplish program goals and objectives and monitors progress toward their achievement.
- Conducts research and gathers information to develop various publications.
- Develops promotional materials which may include content for reports, briefings, newsletters, grants or other written information related to the program.
- Assists in developing and coordinating program-related conferences, conventions, or meetings.
- Monitors expenditures and may participate in the budget planning process and prepare financial reports.
- May assist in identifying funding resources and developing fund-raising strategies and initiatives.
- Prepares operational and statistical reports.
- Conducts training, represents the program at meetings and conferences, and networks with affiliated groups. May supervise assigned project staff, interns and/or volunteers.
- Performs related responsibilities as required.
ADDITIONAL JKOB DETAILS:
- Fellowship Program Administration:
- Coordinate daily administrative operations for multiple fellowship training programs.
- Serve as the primary administrative contact for Program Directors, faculty, fellows, and applicants.
- Maintain accurate program records, trainee files, and accreditation documentation.
- Coordinate annual academic calendars, program meetings, and educational activities.
- Assist Program Directors with implementing institutional and program-specific policies.
- ACGME Accreditation and Compliance:
- Maintain and update program information in the ACGME Accreditation Data System (ADS).
- Coordinate annual program evaluations (APE) and assist with improvement initiatives.
- Prepare documentation for ACGME site visits and accreditation reviews.
- Track and monitor areas for improvement (AFIs), citations, and corrective action plans.
- Coordinate Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC) meetings.
- Monitor compliance with duty-hour requirements, evaluations, and educational milestones.
- Recruitment, Interviews, and Selection:
- Manage fellowship recruitment activities through ERAS, FellowshipCAS, and other applicable systems.
- Coordinate application reviews, interview schedules, and candidate communications.
- Organize virtual and in-person interviews with faculty and Program Directors.
- Assist with fellowship Match processes and recruitment timelines.
- Prepare and distribute appointment letters, offer letters, and onboarding materials.
- Fellow Onboarding and Orientation:
- Coordinate onboarding for incoming fellows.
- Work with GME, Human Resources, credentialing, and institutional departments to ensure completion of required documentation.
- Coordinate orientation activities, training requirements, and system access.
- Monitor completion of required certifications, compliance training, and institutional requirements.
- Assist international medical graduates with administrative documentation related to visa sponsorship.
- Evaluations and Educational Activities:
- Administer trainee and faculty evaluations through New Innovations and other institutional systems.
- Track evaluation completion and distribute reminders.
- Prepare milestone and evaluation reports for Program Directors.
- Coordinate didactic conferences, educational meetings, and scholarly activity reporting.
- Maintain records of fellow performance, progression, and educational requirements.
- Scheduling, Leave, and Duty Hours:
- Maintain fellowship rotation schedules and academic calendars.
- Monitor and track vacation, sick leave, personal leave, and other approved absences.
- Coordinate schedule changes with faculty, Program Directors, and clinical departments.
- Track duty-hour reporting and follow up on compliance requirements.
- Financial and Administrative Support:
- Coordinate reimbursements for educational conferences, professional development, and approved expenses.
- Assist with purchase requests, expense documentation, and financial transactions.
- Monitor program expenditures in accordance with university policies.
- Coordinate meeting logistics, special events, and fellowship graduation activities.
- Communication and Program Improvement:
- Serve as a liaison between fellowship programs, GME leadership, faculty, and trainees.
- Maintain professional communication with internal and external stakeholders.
- Identify opportunities to improve administrative workflows and operational efficiency.
- Support initiatives that enhance fellow education, professional development, and well-being.
- Maintain confidentiality of trainee records and sensitive program information.
MINIMUM QUALIFICATIONS:
- Bachelor's degree in a field related to the program.
- Two years of related experience, or an equivalent combination of education, training and experience.
NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs. Schedule is based on agreed upon guidelines of department. This role requires residency in the state of GA. Emory reserves the right to change remote work status with notice to employee.