Associate Fellowship Coordinator

Rochester, NY


Oversees the day to day operations of the departmental fellowship programs under the direction of the Vice Chair for Education and the Director of Education. Coordinates educational activities with advisement from the Fellowship Coordinator. Assures compliance with departmental expectations and maintains essential documents. Coordinates and administers human resource functions and provides financial information as requested. Functions as liaison between fellows, residents, internal and external departments, attending physicians, administrators, the GME Office, Office of Credentialing and external partners as necessary. Coordinates and leads recruitment activities as directed.


Under direction of the Vice Chair for Education and the Director of Education.


Uses independent judgement and seeks direction as needed.


Proficient with the following list, including but not limited to: HRMS, SharePoint, Microsoft Office programs, MedHub (the GME web-based management system), scheduling and financial systems, office equipment, facsimile machines, copiers, computer technology, telecommunications, paging systems, etc.


  1. Recruitment (30%)

  2. Designs, creates and disseminates recruitment materials (brochures, pamphlets, letters, etc.) including updates to the website. Creates, edits and maintains videos for each fellowship program with advisement from program directors and the Vice Chair for Education.

  3. Notifies applicants selected for interviews, schedules interviews, and obtains lodging for candidates. Maintains on-going contact with invited applicants as needed.

  4. Coordinates applicant interview sessions, including: setting interview dates, recruitment and notification of fellow and faculty interviewers, development of sessions’ schedules, provision of all required files and evaluation forms to interviewers, planning interview day meal functions and pre-interview day social function (if applicable), reservation of interview rooms, and dissemination of any desired post-interview surveys.

  5. Reviews fellowship program applicants, establishes and maintains data files for use in the candidate selection process. Coordinates the hiring paperwork for admitted fellows and submits required payroll forms to the GME and Credentialing Offices as needed.

  6. Administrative Coordination (40%)

  • Ensures that fellowship program policies align with departmental and institutional requirements. Creates and updates as needed.

  • Point of contact for daily requests of fellows and faculty. Manages onboarding of incoming fellows to the organization.

  • Ensures that the program’s trainees complete all mandatory education and mandatory health requirements annually within the requested timeframe. Coordinates the provision of required tools and resources for fellows, including but not limited to lab coats, pagers, text books, etc. Maintains fellowship equipment inventory.

  • Responsible for maintaining and retaining all documents and certificates pertinent to fellowship applications and selection, performance evaluations, portfolio items, case experience logs, conference attendance logs, in-training examination scores, education remediation and other disciplinary actions, duty hour logs, etc. Maintains strict confidentiality.

  • Orients incoming fellows to program expectations and schedules, including but not limited to: rotations, vacation, call and didactic conference schedules, retreats, etc. Coordinates fellow conference travel and social events. Tracks disability/sick time to ensure the trainee meets contractual obligations of their position/s.

  • Keeps abreast of systems that trainees must learn to operate (i.e., eRecord, Dragon Dictation and SOFT Path and Lab). Ensures the fellows complete required trainings to gain access and become familiar with these systems.

  • Prepares fellow information for in-service and specialty board testing (if applicable).

  • Continually monitors morale of the trainees. Provides advisement and support to the group and individuals as needed; uses good judgement to communicate issues to leadership with discretion; maintains privacy while adhering to mandatory reporting policies.

  • Prepares agenda and minutes for director-chaired meetings pertinent to fellowship programs, e.g., program education committee, annual program/curriculum review, etc.

  • Plans events for the following: graduation, applicant dinners, welcome parties, retreats, etc.

  • Keeps track of fellowship program finances. Coordinates and maintains Medicaid and Medicare billing paperwork as needed.

  1. Program Assessments (20%)

  2. With direction from the fellowship directors works to ensure that the program goals and objectives for each rotation are current and that the levels assigned are appropriate and conform to the departmental and institutional vision and mission.

  3. Collates and maintains data collected from individual rotations. Prepares summary documents for each trainee’s semi-annual review. Coordinates these meetings and documents findings and coordinates follow up as directed.

  4. ACGME Fellowship Assistance (5%)

  • Designs Faculty and GME web sites, manuals and policies. Also designs/updates webpages for all Pathology Education Programs.

  • Reviews ACGME General and Special Requirements for Fellowship Training for the programs as well as the Common Requirements; assists with collection of material for annual ACGME reports.

  • Assists in ACGME site visits to include preparation and distribution of the site visit schedule, room and food/beverage arrangements.

  1. Additional Duties (5%)
  • Oversees off boarding of graduating trainees; collection of MC ID’s, computers or laptops, and other items that belong to the university.

  • Manages verifications, recommendations, post graduate evaluations of the program and alumni correspondences.

  • Assists team members as requested including annual education conferences and meetings.

  • Trains new hires in the pathology education division as needed.

  • Leads pathology education division in processing visitor requests.


  1. Excellent interpersonal and leadership skills in a team environment.

  2. Strong verbal and written communication skills.

  3. Exceptional multitasking and organizational abilities. Independently completes tasks efficiently and accurately.

  4. Advanced skills with computer based systems.

  5. Exceptional problem solving skills with the ability to adjust accordingly in dynamic situations.


  1. Adheres to all departmental and organizational policies and procedures.

  2. Consistently demonstrates the ICARE values and behaviors of the Strong Commitment.


A minimum of Associate’s Degree with 2 years’ academic administrative experience required; or an equivalent combination of education and experience. Experience coordinating academic programs preferred.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Location: Strong Memorial Hospital
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051