Job Description

The Cardiovascular Disease (CVD) Fellowship Program Administrator is part of an education team, including Program Directors, Education Managers, and the Advanced Cardiology Fellowship Administrator, to provide direction, leadership, and day-to-day management of the Cardiovascular Disease Fellowship program. This includes administration of the fellowship program by providing education coordination between attending physicians/providers, fellows/trainees, hospital/clinical sites, and institutional and regulatory administrative offices.   

Ideal candidates will have experience in graduate medical education program management, or a willingness to learn, motivation, and collaborative skills to become an integral part of the leadership team. A successful candidate must demonstrate initiative, resourcefulness, and problem-solving skills in applying detailed knowledge of the responsibilities, functions, and underlying management structure of accrediting organizations, the Department of Medicine, and the larger institution. They are comfortable in a fast-paced working environment managing multiple priorities, in organizing and independently prioritizing work, establishing procedures and systems, and ensuring orderly and timely workflow. 

This position will be expected to be on-campus a minimum of 3 days per week, with occasional evening or weekend activities. 

Responsibilities:
Program Accreditation Management (35%):
Manage high-stakes accreditation self-study submissions, site visits, and internal special reviews. Recommend enhancements to drive accreditation preparedness with an understanding of organizational impact on the programs and their specific process and requirements. Propose and implement initiatives to address areas for improvement and citations.
Ensure trainees and faculty are prepared to respond to the ACGME annual surveys. Work with the program director, faculty leaders, and trainees to develop and execute on plans to address survey findings.
Clinical Competency Committee (CCC): Manage evaluation system of trainees, faculty and rotations used by the CCC. Amend evaluations to reflect changes in the ACGME requirements. Develop and execute on approach to submit milestone reports to the ACGME.
Program Evaluation Committee: Partner with committee to develop and implement action plans for programs to meet goals set during the annual program evaluation.
Manage program components through Residency Management Suite (RMS), including evaluations, personnel data, portfolios, procedures, and rotation schedules and assignments (rotation protocol), which directly impact Medicare reimbursement.
Monitor and maintain detailed knowledge of national governing boardsâ™ physician training requirements. Formulate and recommend program-level solutions in response to policy and requirement changes.
Attends and participates in GME, Medical Education, and division meetings to stay informed of upcoming tasks and new policies, acts to implement and inform fellows as needed.
Trainee Progression and Certification Management (30%):
Serve as the primary point of contact for fellow, faculty, and staff on all fellowship-related matters. Primary communications strategist for all program-related communications, internal and public-facing.
Responsible for maintaining all current fellow and alumni records. Reviews all requirements for completion of training program, maintains alumni database, prepares final verification of training documents, and completes requests for training verifications.
Point of contact for program policy questions. Responsible for the upkeep and yearly updating of the Program Policy Manual.
Monitors and maintains time away and leaves of absence for fellows to ensure compliance with program, GME, and ABIM guidelines.
Partners with program and departmental leadership to implement programmatic changes and process improvements.
Makes purchasing as needed for program, including events, trainee exams, and conference registration and travel, adhering to University policies.
Understands and enforces conference travel guidelines for fellows and assists fellows with reimbursements.
Actively listens to diverse perspectives and works collaboratively to move tasks forward.

Fellowship Recruitment/Onboarding (20%)
Manages all aspects of the annual recruitment season while serving as primary contact for applicants and faculty.
Assists program director and associate program director in developing program admissions parameters, reviewing and selecting the initial list of candidates, and analyzing faculty assessments to develop ranking of candidates. Upon completion, conducts recruitment cycle analysis to continually increase competitiveness of programs and identify areas for improvement.
Manages program use of recruitment systems, including Electronic Residency Application System (ERAS), Thalamus, and the National Resident Matching Program (NRMP), while ensuring compliance with all policies and procedures.
Develops and/or updates recruitment marketing documents, departmental website, multimedia promotion.
Coordinates and actively participates in recruitment days and is part of the selection committee.
Resource for visiting residents, working with AEM to coordinate rotations.

Events & Special Projects (15%)
Manages events (workshops, conferences, required exams, graduation, lectureships, job fairs, etc.), from initial planning through execution.
Create announcements in Canva to promote events and didactics.
Prepares program and presentation materials for annual graduation event.
Partners with education leadership in department initiatives.
Other duties as assigned.

Required Qualifications: (All required qualifications must be documented on application materials)
BA/BS or a combination of related education and work experience to equal four years
Demonstrated ability to organize and present complex information
Demonstrated experience handling a wide range of administrative related tasks with a commitment to professionalism and confidentiality
Outstanding communication (oral and written), interpersonal, organizational skills with keen attention to detail all with an ability to work collaboratively with diverse audiences
Ability to maintain a positive and professional demeanor when dealing with stressful situations
Proficient with Microsoft Office, Google Suite, Canva, and Zoom conferencing software, with the drive to learn new systems as needed
Highly organized with attention to detail in a fast-paced, multitasking environment
Must be self-motivated, self-guided, goal-oriented, and mindful of deadlines
Candidates must be able to work both autonomously and collaboratively with individuals in Medical Education and the Cardiovascular Division.

Preferred Qualifications:
Work experience in residency, medical, or medical education settings
Working knowledge of RMS, ACGME, and American Board of Medical Specialties
Professional program and/or project management experience
Demonstrated ability to be resourceful (i.e., identify errors and take initiatives to solve problems as they arise)
Demonstrated ability to work across varying levels of an organization (i.e., leadership, colleagues, and trainees)

About University of Minnesota Twin Cities

The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.

Connections working at University of Minnesota Twin Cities

Job Tags

Traineeship, Work experience placement, Afternoon shift, 3 days per week,

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