Centralized Fellowship Education Coordinator

University of Chicago

University of Chicago

Chicago, IL, USA
Posted on Saturday, May 13, 2023


BSD PED - Medical Education - Fellowship

About the Department

The Pediatric Medical Education Office (Comer Children's Hospital at the University of Chicago) manages and oversees the Pediatric Residency Program as well as twelve (14) ACGME-accredited Pediatric Subspecialty Fellowship Training Programs in all aspects of education and accreditation requirements. The University of Chicago Comer Children's Hospital is dedicated to excellence in graduate medical education. Our GME programs are designed to cultivate caring, compassionate pediatric physicians who become lifelong learners always capable of providing the highest level of medical care.

Job Summary

The Centralized Fellowship Coordinator oversees the programmatic accreditation and compliance for 3-5 subspecialty training programs and their trainees. The coordinator must become competent and knowledgeable in all ACGME and Board requirements for assigned programs/trainees and ensure annual reporting is submitted in a timely fashion. This position requires a high level of organization to ensure each program, their trainees, and their Program Director(s) needs are met. They work in partnership with additional Centralized Fellowship Coordinators within the office, the Fellowship Education Specialist, the Director of Medical Education, and the Director of Fellowship Training and are integral in the development and implementation of new initiatives.

This position is eligible for a flexible work arrangement.


  • Under the general supervision of the Fellowship Education Specialist, Director of Medical Education, Director of Fellowship Programs, and Associate Chair of Education, direct and oversee the administrative accreditation activities of three-five (3-5) ACGME-accredited Pediatric Fellowship Programs.

  • Develop unique knowledge of the ACGME and Program Requirements, policies, and procedures for each of their assigned ACGME-accredited training programs.

  • Oversee and manage ACGME new program applications and ACGME site visits (as applicable).

  • In consultation with the Fellowship Program Director(s), Associate Chair of Education, Director of Fellowships, and Medical Education Office, develop the annual program evaluations and action plans for each academic year – submit all required documentation to UCM GME and ACGME WebADS.

  • Join with medical education office and institutional leadership to develop and implement new systems and administrative policies, educational programs, and compliance/evaluation/accreditation strategies.

  • Oversee and monitor the resident management system (MedHub), including, scheduling, evaluation, and quarterly/yearly compliance requirements for each training program, including quarterly tracking (evaluation completion, clinical work hour submission, conference attendance, procedures, etc.).

  • Compile and analyze data for quarterly compliance deadlines, create semi-annual review documentation, oversee clinical competency committee organization/reporting, and ensure milestone data is accurately submitted.

  • Develop knowledge of all Board Requirements for each of the assigned training programs; ensure trainees are meeting their scholarly expectations on an annual basis.

  • Oversee and conduct internal program reviews as required by UCM GME/Finance in addition to overseeing preparation for external audits by the ACGME.

  • Develop and maintain processes and documentation of files associated with current fellows and alumni; maintain integrity of alumni database, work with Medical Education office to ensure verifications are completed and returned per ACGME guidelines.

  • Oversee the organization, coordination, and evaluation of various fellow curricula/resources, including the semi-annual educational conferences.

  • Create/update program agreements, malpractice, and offsite rotation documentation in compliance with Institutional protocols.

  • In conjunction with other Fellowship Education Coordinator(s), develop and implement methods and procedures for accomplishment of short and long-term programmatic initiatives and aims. Evaluate and track the degree to which programs’ objectives are achieved and provide feedback/reports to Fellowship Program Directors, Associate Chair of Education, Director of Fellowship Programs, and Medical Education Administrator.

  • Participates in day-to-day operations of accredited and non-accredited residency and fellowship training programs and ensures compliance with organizations such as the American Council of Graduate Medical Education (ACGME) and Residency Review Committees (RRC).

  • Coordinates and interprets requirements of the training program, including accreditation, duty schedules, evaluation process, resident/fellowship recruitment, Match process, orientation and employees relations.

  • Has a moderate/high level of authority in reporting and ensuring compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.

  • Performs other related work as needed.

Minimum Qualifications


Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.



Preferred Qualifications


  • Working experience with Graduate Medical Education Program(s) and Databases (i.e. ACGME WebADS, ERAS, MedHub, NRMP, ABPN etc.).

Preferred Competencies

  • Familiarity with general business practices.

  • Commitment to providing a high level of service and working in a team environment.

  • High degree of professionalism.

  • Communicate effectively in both a written and oral format with a broad range of individuals within and external to the University of Chicago community, including individuals in a position of authority.

  • Ability to simultaneously oversee and organize multiple projects with competing deadlines.

Working Conditions

  • Office Environment (shared, open space).

  • This position is eligible for a flexible work arrangement.

Application Documents

  • Resume (required)

  • Cover Letter (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Healthcare & Medical Services

Role Impact

Individual Contributor

FLSA Status


Pay Frequency


Scheduled Weekly Hours


Benefits Eligible


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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