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Job Summary

The lead department fellowship coordinator works in close collaboration with the Associate Chair for Education, Associate and Assistant Directors for Fellowship Programs, divisional fellowship program directors and coordinators, and department chair to handle administration of the fellowship programs in a fast-paced environment.   The lead coordinator of fellowship programs works with the Associate Director for Fellowship Program to secure and update subspecialty budgets, advocate for hospital funded positons and forecast budgets.  Knowledge of Accreditation Council for Graduate Medical Education (ACGME) and institutional Graduate Medical Education (GME) requirements in order to provide guidance and direction for preparation of focused reviews, annual program reviews, ACGME site visits and understanding on the content of documents and information before submission is essential.


  • Support the Assistant and Associate Directors for Fellowship Programs with administrative support for the department fellowship programs. 
  • Serve as staff person at specified meetings; handle subspecialty budgets and review to make sure program utilizes FTE allocation.
  • Collaborate with the division fellowship coordinators to collect appointment information on fellows appointed to training grants, provide HR the percentage of effort for each fellow, and apply for contingency fund reimbursement as needed.
  • Review all fellowship applications; confirm accuracy of applications, offer letters and credentialing paperwork submitted.
  • Coordinate process of HR and appointment forms including processing leaves of absences, verification of fellowship appointment with divisional fellowship coordinators and submission of Holiday Pay to GME/HR.
  • Serve as primary Department contact for the GME Office or other units who may need administrative information/data or assistance regarding the Pediatric Fellowship programs.
  • Stay abreast of changing environment changes in the ACGME and GME requirements and make recommendations for change appropriately. 
  • Work with divisional units and program directors to solve complex problems associated with fellowship programs.
  • Assist in organizing and planning department programs to meet educational needs.
  • Disseminate all orientation materials to divisional fellowship coordinators.
  • Organize department orientation and mini education sessions for fellowship program
  • Work with Program directors to develop, implement and revise/update department policies to be in compliance with institutional policies
  • Provide guidance and direction for preparation of focused reviews, ACGME site self-study/visits, and annual program reviews.  Review all documents and information before submission.
  • Provide evaluation and assessment tools for competencies/milestones/outcomes.
  • Provide one-on-one training and onboarding to divisional fellowship coordinators; this includes assistance in implementation of tools/processes and Website training:  Medhub, ACGME, GME Track, ERAS, NRMP Frieda
  • Assist in the development/implementation of annual program timelines. Provide comprehensive references (on-line).
  • Serve as the coordinator of fellowship program for designated division(s).  This includes working closely with the designated divisional Program Directors on development of fellowship program in these divisions. Distribute, track and submit various reports for fellowship program (eg. duty hour compliance /reports, moonlighting forms, leaves of absence).  Link peer evaluations residents/fellows and provide programs with reports.
  • Attend regular meeting and information sessions with divisional fellowship coordinators, Program Directors and GME Office.
  • Assist with any administrative duties associated with the fellowship programs as needed by the Assistant or Associate Director.
  • Coordinate weekly Grand Rounds in conjunction with Associate Chair for Education.  Maintain and update CME credits.

Required Qualifications*

Bachelor’s degree or equivalent years of education and work experience.  At least 5 years of working experience with Graduate Medical Education processes.  Excellent communication skills (written and oral) are necessary.  Ability to represent the department and fellowship program with professionalism and tact.  Ability to plan, organize, manage and implement educational principles as inherent in the fellowship program.  Should enjoy learning and be willing to adapt to change quickly as the environment and programs change in GME.  Must be able to meet deadlines, follow through on assignments/projects and pay attention to details.  Requires someone who is resourceful and can serve as an effective problem solver.  Should be knowledgeable concerning University policies and guidelines and understand ACGME and GME principles.  Must have good attendance.

Desired Qualifications*

  • Bachelor’s degree with 5-6 years of relevant Graduate Medical Education experience. 
  • Some experience in supervising others.   

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings.  Background screenings are performed in compliance with the Fair Credit Report Act.

Application Deadline

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.