Fellowship Coordinator - OBGYN

The University of Iowa Department of Obstetrics and Gynecology is seeking an Academic Clinical Program Management Associate (Fellowship Coordinator). The Fellowship Coordinator will provide developmental and administrative expertise for four divisions in the Department of Obstetrics and Gynecology postgraduate fellowship training programs:  Gynecologic Oncology (GO), Maternal Fetal Medicine (MFM), Reproductive Endocrinology and Infertility (REI) and Urogynecology and Reconstructive Pelvic Surgery (URPS). They will function as the education support person to the GO, MFM, REI and URPS fellowship programs and as the liaison between fellows and directors, fellowships and the department, and fellowships and administration. They are a member of the Obstetrics and Gynecology Core Program Education Team.

This position is eligible for hybrid work within Iowa after 6 months and will require a work arrangement form to be completed upon the start of your employment. Per policy, work arrangements will be reviewed annually, and must comply with the remote work program and related policies and employee travel policy when working at a remote location.

Key Areas of Responsibility

Fellowship Management and Coordination

• Coordinate daily operations including supporting program activities, scheduling, managing expenditures, and reflecting operational changes in policies and procedures
• Provide general assistance to fellows including licensing and certification; verify that fellow credentials and licenses are kept current; use procurement card for expenditures and track on spreadsheet
• Maintain spreadsheet of fellow and fellow graduates with basic demographic information
• Work closely with GME Office; attend monthly Program Coordinator meetings
• Maintain web ADS system for Accreditation Council of Graduate Medical Education (ACGME), collect data and complete annual program reports, annual faculty update, and annual fellow update 
• Assist director in ensuring that regulatory and accreditation standards for fellowship are met; assist with complement changes and/or other activities
•  Attend quarterly Education Committee meetings
• Compile, maintain and update all documents necessary for future ACGME  accreditation site visits and for annual reports
• Receive and process verification requests for fellows who have graduated ensuring timely processing
• Update fellowship websites as needed
• Schedule fellowship didactics and journal club; maintain lists; send out reminders; generate list for administration at end of fiscal year
• Assist director through expansion proposals (permanent fellow complement increase)

Meetings

• Initiate monthly “fellowship updates” meetings with directors and once a year updates for all directors
• Work with director to establish dates for twice annual Clinical Competency Committee Meetings; reserve room, send Outlook invitations to committee members; actively participate in meeting by electronically recording data into Med Hub and taking notes as needed; input information into ACGME progress reports when completed 
• Work with director to establish dates for Program Evaluation Committee (PEC) and review of the PEC goals later in year; reserve room, send Outlook invitations; take minutes and draft report; save report to Med Hub as directed by the GME office.
• Assist Program Directors with ACGME annual accreditation report and site visit

Fellowship Recruitment 

• Manage Electronic Resident Application System (ERAS) and National Resident Matching Program (NRMP) registration process
• Utilize ERAS, AAMC PDWS, NRMP and Thalamus software to manage recruitment season
• Establish interview dates with director; send Outlook invites to divisional faculty and fellows including research personnel when needed
• Annually update recruitment information on each division’s website
• Coordinate and supervise remote interview process, including corresponding with applicants; scheduling interviews in Outlook and Zoom and ensuring that all faculty, fellows and applicants receive schedules
• Manage online platform for virtual interviews, serve as first line tech support and troubleshooting during interviews
• Arrange interview day lunches and post interview ranking sessions; participate in ranking sessions
• Provide input and support for NRMP ranking process 
• Provide support for NRMP Supplemental Offer and Acceptance Program if needed

Onboarding/Orientation

• Coordinate onboarding process for new fellows; e-mail incoming fellows with Iowa licensing directions 6 months before orientation; monitor their progress on completion of required GME materials
• Schedule orientation meetings for incoming fellows to include required TPD with GME, Epic training and appointments within the department and hospital and meetings with yourself and each director.  Develop hard copy orientation schedule for fellow; review with director; ensure that fellow and director each have a copy
• Request badge access to various doors/buildings and Epic list access for fellow
• Provide welcoming environment on day of your orientation; escort new fellows to various offices; review expenditure and absence policy; distribute useful material; assist with any other applications (Federal DEA, Medicaid and Medicare, etc.) and/or questions; show them their work areas

Administration and Management of MedHub System

• Input new rotation schedules and evaluation schedules
• Monitor rotation schedule throughout the year and facilitate rotation changes as needed
• Monitor fellow duty hours on a weekly basis; track fellow absences by inputting vacations, sick leave, conference attendance, etc. into Med Hub
• Record didactic attendance
• Enter new fellows, advance others
• Run reports for Clinical Competency Committee meetings