Fellowship Program Coordinator – Anesthesiology

Employment Duration: 3 months

Work Schedule: The standard work schedule is 8:00 a.m. – 5:00 p.m. or 9:00 a.m. – 6:00 p.m., with flexibility in scheduling on most days. Wednesdays have a required schedule of 6:30 a.m.–2:30 p.m. onsite at Mission Bay to provide conference support.

The Department of Anesthesia and Perioperative Care is seeking a Fellowship Program Coordinator to support the administration and operations of its medical fellowship education programs.

The Fellowship Program Coordinator provides day-to-day administrative and operational support for ACGME-accredited and non-ACGME fellowship programs, including Pain Medicine, Pediatric Anesthesia, and Obstetric Anesthesia. Working with fellowship program leadership, faculty, fellows, and Graduate Medical Education stakeholders, the coordinator supports scheduling, educational activities, recruitment, onboarding and offboarding, accreditation and compliance, evaluations, reporting, and maintenance of program records.

The position also coordinates departmental Grand Rounds and M&M conferences, fellowship and residency didactic activities, and fellowship moonlighting operations.

This is a full-time, hybrid position requiring four days onsite and one day offsite. Work locations include Parnassus, Mission Bay, and Mt. Zion. The schedule varies based on program needs, and the position must be available to begin work at 6:30 a.m. on Wednesdays to provide onsite setup and operational support for departmental Grand Rounds.

Key Responsibilities

Fellowship Program Administration & Educational Coordination

• Provide administrative and operational support to Program Directors and Associate Program Directors for Obstetric Anesthesia, Pain Medicine, and Pediatric Anesthesia fellowship programs.
• Assist in creating and maintaining annual fellowship rotation and call schedules.
• At the direction of program faculty and leadership, create program and curricular evaluation documentation, including evaluation tools, strategies, and timelines.
• Generate regular evaluation reports and maintain evaluations and work-hour information in MedHub.
• Coordinate logistics for program activities, including recruitment, orientation, graduation, conferences, simulation activities, and other educational or assessment activities.
• Coordinate special events, lectures, journal clubs, and conferences, including conference room reservations and food orders.
• Coordinate speakers for journal clubs and conferences.
• Assist with committee meetings, including Program Evaluation Committee and Clinical Competency Committee meetings, as applicable.

Grand Rounds & Didactic Program Coordination

• Coordinate and provide operational support for the Department of Anesthesia and Perioperative Care's weekly Grand Rounds and M&M conferences.
• Provide onsite setup and program support beginning at 6:30 a.m. on Wednesdays.
• Coordinate didactic sessions and lecture series for fellowship and residency education in Pain Medicine, Pediatric Anesthesia, and Obstetric Anesthesia.
• Coordinate scheduling, faculty and speakers, room and virtual meeting setup, and program communications.
• Track attendance and completion requirements.
• Maintain educational calendars and related program documentation.

Accreditation & Regulatory Compliance

• Assist Program Directors with preparation for Accreditation Council for Graduate Medical Education (ACGME) site visits and internal reviews.
• Gather and enter information requested by Program Directors for the annual ACGME Accreditation Data System (ADS) update.
• Track completion of annual ACGME program surveys by fellows and faculty.
• Maintain program records and support compliance with accreditation standards and other regulatory requirements.

Fellowship Recruitment, Appointments & Onboarding

• Perform fellowship match responsibilities through ERAS and SF Match.
• Coordinate fellowship interviews, including faculty scheduling, conference room reservations, tours, and transportation.
• Maintain professional and informative communication with prospective candidates regarding interview schedules and program-related questions.
• Correspond with newly matched fellows regarding appointments and hospital appointment processes.
• Monitor credentialing requirements to help ensure fellows are appropriately credentialed before beginning rotations.
• Assist with operational components related to learner employment, including HR onboarding, appointment paperwork, credentialing, training grants, payroll and FTE tracking, benefits and leave advising, and Medicare reimbursement reporting.
• Assist fellows completing their programs with separation and offboarding paperwork.

Non-ACGME Fellowship Program Support

• Support Program Directors for non-ACGME fellowship programs.
• Serve as a point of contact for prospective candidates, current health professions education learners, and other program stakeholders.
• Respond to questions, disseminate program information, and assist learners with program-related issues.
• Assist with applicable accreditation processes.
• Assist fellows with separation paperwork.

Fellowship Moonlighting Coordination

• Ensure fellows participating in moonlighting activities have appropriate medical staff privileges.
• Coordinate with fellowship coordination staff regarding fellow schedules.
• Monitor compliance with UCSF work-hour policies.
• Process payments associated with fellowship moonlighting activities.

Administrative Operations & Program Reporting

• Support administrative, financial, and other program operations in accordance with accreditation standards and regulatory requirements.
• Prepare reports and conduct necessary follow-up.
• Monitor trainee schedules to support compliance with curriculum standards.
• Manage, monitor, and document clinical fellowship and faculty evaluation processes.
• Manage materials for specialty-specific trainee examinations and assist with exam proctoring as needed.
• Maintain accurate program records, databases, and documentation.
• Perform other duties as assigned.

N/A

Required Qualifications

• Bachelor's degree in a related area and/or equivalent experience or training.
• Minimum of one year of related experience.
• Basic knowledge of relevant policies and regulatory requirements and basic knowledge of the health professions education industry.
• Basic knowledge of administrative analysis and operations research.
• Developing skills in implementing processes and systems and familiarity with the administrative and operational implications of a program.
• Strong verbal, written, and active listening communication skills.
• Service-oriented and responsive approach to questions and requests, with the ability to interact professionally, resourcefully, and courteously.
• Demonstrated interpersonal skills and ability to develop effective working relationships within the department and with learners.
• Excellent organizational and analytical skills with demonstrated attention to detail.
• Ability to manage extremely complex faculty calendars and schedules with a high degree of organization and precision.
• Investigative, data analysis, and reporting skills.
• Ability to generate computer reports, identify and correct errors, and submit accurate reports.
• Ability to enter, maintain, extract, and analyze data in electronic systems.
• Ability to work effectively both independently and as part of a team.
• Ability to exercise flexibility, initiative, good judgment, and discretion.

Preferred Qualifications

• Skills associated with program accreditation site visits.
• Skills associated with housestaff (resident/fellow) recruitment.
• Minimum of one year of experience in administrative analysis.