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Job Summary

The Division of Geriatric and Palliative Medicine is seeking a motivated, positive, and experienced professional to join our dedicated team in providing highly responsible and skilled administrative support to the Division of Geriatric and Palliative Medicine’s Hospice & Palliative Fellowship Program, as Fellowship Coordinator.

 

This position is the primary contact for all current fellows as well as all fellowship candidates and internal and external programs and agencies, requiring the candidate to possess excellent interpersonal communication and organizational skills, along with a willingness to adapt, learn, and prioritize.

Responsibilities*

Assist Program Director with the following:

Fellowship Program Recruiting:  Actively assist candidate trainees (UMHS and outside trainees) with application process.  Coordinate interviews by faculty with trainees interested in the Hospice & Palliative Medicine Fellowship Program at the direction of the Program Director.  Coordinate the Fellowship Program’s participation in the Hospice & Palliative Medicine Fellowship Match process.  Organize candidate interview days, including faculty interviewing, escorting of candidate, catering, parking, etc.  Coordinate enrollment of fellowship program participants between the GME Office, VA Ann Arbor Healthcare System, the Division and other pertinent agencies (i.e., ECFMG). 

New Fellow Orientation:  Organize and coordinate all aspects of fellow orientation with the Program Director and faculty.  Update orientation binder for coming year, including personnel and important contact information, rotation schedules, scheduling, conferences, etc.  Obtain needed program materials, including computer access, white coats, pagers, parking permits, keys, business cards, and other items as needed.

NP/HPM Fellowship Program Development: New program development, assist School of Nursing with interview days including faculty interviewing, escorting of candidate, catering, parking, etc.  Coordinate enrollment of fellowship program participants between the VA Ann Arbor Healthcare System, the Division and other pertinent agencies.

Organize Divisional Fellow Conferences:  Prepare schedules at the direction of the Program Directors.  Track fellow conferences for monthly and annual reporting.  Distribute, collect, and collate results from fellow evaluations for weekly conferences.  Ensure meeting space and proper technology is available for conferences as needed. 

Obtain Evaluations for Program Director Reviews:  Distribute and track faculty evaluation of fellows; faculty evaluation of programs; fellow evaluation of faculty; and fellow evaluation of programs.  Prepare Medhub evaluations for Program Director reviews.  Coordinate evaluations of and by fellows.

Fellowship Program Scheduling:  Solicit preferences for rotations, coordinate fellow rotation schedules, work with rotation leads as needed, communicate on-call schedule with pertinent departments.  Schedule twice yearly review meetings between fellows and Program Directors.

Prepare for and participate in ACGME re-accreditation processes and GME reviews. Ensure compliance of fellowship program with University policies and procedures.  Assure compliance with affirmative action and safety programs.

Fellowship Program Budgets:  Assist administrators with annual budget process.  Prepare monthly rotation reporting for UMHS and VA Ann Arbor Healthcare System reimbursement. 

Coordinate Hospice & Palliative Medicine Fellowship efforts with the fellowship coordinator for the Geriatric Medicine Program where appropriate.  This requires ongoing and frequent contact with the Geriatric Fellowship Coordinator, where often collaboration between the two fellowships is needed. 

Assist fellows with travel needs, including coordinating travel arrangements, preparing travel expense reports and other forms for reimbursement, and reconciling UM P-Card using Concur. Oversee and update relevant portions of the Division website and social media for the Fellowship Program by working closely with the Division’s Marketing Coordinator.  Attend Departmental and Medical School meetings for Fellowship Program Coordinators. Maintain and update information on previous fellows and annual contact with former fellows through mailings, emails, etc. Act as primary resource for current and incoming fellows for both anticipated and unanticipated day-to-day issues.

Provide administrative assistance to Fellowship Program Director as well as other Divisional faculty.  Special projects as needed.

Required Qualifications*

  • Bachelor’s Degree or 3-5 years of progressive experience or combination of similar education and background.
  • Strong proficiency in the use of computers, including Microsoft office applications (Excel, Word, PowerPoint).  Position requires strong organizational skills and strict attention to detail. 
  • Strong multitasking ability with propensity to adjust for changing priorities.
  • Excellent interpersonal skills and ability to interact professionally with a broad audience.
  • Demonstrated dependable attendance record.

Desired Qualifications*

  • Previous Fellowship Coordinator experience desired.

 

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.

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally.  Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

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.