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Fellowship Coordinator

University of California San Francisco
September 14, 2023
Job Type
Work Setting
Remote / Home-based


The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world’s leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Roles and Responsibilities 

The Fellowship Coordinator oversees all administrative and operational aspects of the ACGME-accredited Hospice and Palliative Medicine Fellowship Program and provides additional administrative support for other general educational and learner related activities within the Division of Palliative Medicine, working closely with the fellowship program director (PD), fellowship associate program director (APD), and other division faculty and staff to successfully perform responsibilities. This position requires the ability to prioritize work accurately and independently, and to function effectively to manage competing priorities. The incumbent is expected to manage the entire problem-solving process: gather and sort information, identify potential solutions, and present the finished product in the form of a written recommendation or completed project. A high level of professionalism and diplomacy is also required.

The UCSF Hospice and Palliative Medicine (HPM) fellowship is a one-year subspecialty Graduate Medical Education (GME) program to train physicians in all areas of Hospice and Palliative Medicine. This is an ACGME-accredited fellowship, and trainees include 5 categorical fellows (PGY-4), 1 pediatric sub-specialty fellow (PGY-4), and 1 Geriatrics-Palliative Medicine fellow (PGY-5).

Working under the direction of the PD and APD, the Fellowship Coordinator manages all day-to day activities of the fellowship, directly supports fellows and program faculty, and participates in ongoing quality and program improvement projects. Major operational responsibilities include creating and managing fellow schedules and clinical assignments across partner sites; organizing fellowship educational activities such as orientation, didactics, journal club, etc; managing the fellowship budget; managing annual fellow recruitment and match process through the NRMP; managing the onboarding, appointment, and clinical privileges process for fellows; and coordinating the program evaluations and fellow’s review process,

Critically, the position should facilitate a positive and cooperative climate in the fellowship while ensuring compliance with administrative requirements and solve administrative issues for program fellows and faculty. The incumbent must effectively collaborate with various stakeholders within the fellowship program, division, partner-sites, and other UCSF departments, As this is an ACMGE-accredited program, the Fellowship Coordinator must ensure all programmatic aspects are in compliance with national Accreditation Council for Graduate Medical Education (ACGME) and university regulatory bodies and procedures.

In addition to the fellowship specific responsibilities, the individual is also responsible for creating and maintaining the Outpatient Provider of the Week (POW) schedule. This includes working with the Associate Chief for Outpatient Palliative Care Service, clinical staff, Amion, QGenda and other key stakeholders and preparing quarterly payments.


Required Qualifications

  • Bachelor's degree in related area and three or more years of relevant experience and / or equivalent experience / training
  • Thorough knowledge of administrative analysis and operations research. Demonstrated ability to develop and implement processes and systems. Thorough knowledge of the administrative and operational implications in a program.
  • Excellent communication skills; including verbal, written and active listening. Service oriented and responsive to questions and requests. Ability to interact in a professional, resourceful and courteous manner.
  • 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.
  • 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.
  • Ability to be extremely well organized and detail oriented in a complex and multi-site fellowship program.
  • 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.
  • Ability to generate reports, proofread for errors, and submitting accurate reports. Skills include entering, maintaining, extracting, and analyzing data in electronic systems.
  • Demonstrated proficiency in Microsoft Office (Word, Outlook, PowerPoint & Excel).
  • Demonstrated ability to interpret and apply policy and regulations in order to problem solve.
  • Demonstrated ability to use discretion and maintain confidentiality.
  • Demonstrated ability to use sound judgement in responding to issues and concerns.
  • Ability to work independently and with minimal supervision on several projects simultaneously.

Preferred Qualifications

  • Master's degree in related area preferred
  • Prior project management experiences.
  • Demonstrated extensive knowledge and navigation of Qualtrics, MyAccess, MyExpense, Bearbuy, MedHub, UC Ready, and other UCSF systems.
  • Thorough knowledge of relevant policies and regulatory requirements. Solid knowledge of health professions education program requirements, as well as GME and ACGME requirements Thorough knowledge of health professions education industry.
  • Thorough knowledge of educational software and platforms. Demonstrated ability to analyze and seek solutions to enhance the user experience. Ability to troubleshoot and triage related technology issues.
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