Fellowship Administration, Center of Education

Rochester, NY


The Fellowship Administrator is a key member of Center of Education and works closely with each Fellowship Program Director to assist in meeting accreditation requirements and compliance, educational programming, and support of trainees. As importantly, with the Administrative Team for Education and the Director, Center of Education. The Administrator manages the day to day operations of the fellowship and serves as an important liaison between the Fellowship Program, GME, Program Director, Pediatric Administration and both institutional and national organizations.


Program Management

Includes, but not limited to:

  • Responsible for ACGME, ABP, NY State and GME compliance and reporting. Works closely with Program Director in preparation of annual reviews, site visits (The Joint Commission, ACGME, CLER), ongoing Clinical Competency Committees, Annual Program Evaluation reviews and others as necessary.

  • Perform continual monitoring of compliance, maintain tracking systems, identify deficiencies and notify Director, Center of Education and Program Director in a timely fashion.

  • Maintain well organized, thorough files that demonstrate compliance and accurately reflect the clinical, teaching and research achievements obtained during fellowship training.

  • Independently identifies and researches funding opportunities,

  • Working with host institution, GME, Director(s), URMC Legal, facilitate affiliation agreements with outside entities.

  • Analyze and report data to Clinical Competency Committee and Annual Program Evaluation. Research and advice on elective opportunities and clinical conference schedules. Independently draft proposals to improve quality outcomes and curriculum. Effectively present results to Director and program faculty, incorporate suggestions.

  • Perform Competitive Analysis, SWOT Analysis and Annual Program Evaluation.

  • Develop and manage the evaluation process for fellowships.

  • Develop annual budget and process expenses for program and trainees.

  • Facilitates various surveys and reports in support of program development.

  • Leads alumni engagement.


Including but not limited to:

  • Working closely with Program Directors, contributes to and executes the plan for recruitment, including ERAS, Thalamus, Cortex and the NRMP Match process.

  • Lead, plan and manages the day to day of operations of recruitment.

  • Obtains a solid knowledge base of GCH and URMC branding strategies and implements recruitment strategies including the development of promotional material including websites, videotaped tours, social media accounts, events etc.


Including but not limited to:

  • Develop and direct program operations to ensure internal and external requirements.

  • Manage and develop the evaluation process for fellowship programs. Perform data analysis and generate summary reports which depict the strengths and opportunities for improvement for trainee and program growth.

  • Create and manage rotations schedules in Medhub.

  • Research “best practices” and create outcome assessment tools to measure the quality of the fellowship program and individual tools to evaluate the growth and how well fellows are meeting the learning objectives.

  • Maintain Fellowship Manual ensuring ongoing updates, annual review with Director and ensure distribution to trainees.

  • Maintain alumni data base and reporting. Responsible for data integrity and maintenance.

Central Responsibilities

  • Plan, administer and support educational initiatives set forth by the Vice Chair of Education.

  • Plan and facilitate various education events, team building, wellness, graduation, orientation etc.

  • Provide coverage for Pediatric Educational Programs as needed

Human Resources

Includes but not limited to:

  • Acting as primary liaison between trainees, faculty, program leadership, senior administration, GME, IT and communications office, external agencies.

  • Establishes and maintains environment that fosters diversity, equity and inclusion, effective communication and problem resolution.

  • Manage promotions, vacations, leaves, disability requests and well-being events.

  • Manage compliance and procedures for offboarding and onboarding of incoming trainees, continuing trainees and graduating trainees. Secure all documentation for subspecialty training matters including but not limited to ; applications, contracts, PAFs, visas, travel abroad and re-entry, leave of absence, vacations, program verification, publications, health compliance, etc.

Other duties as assigned.


  • Bachelor's Degree or equivalent

  • 5 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management, or the equivalent experience in business.

  • Ability to work effectively with individuals across all job levels. Flexible in approach and appreciates the demands of a fast-paced, constantly evolving program. Leadership experience is a plus. Expert level (skills with Micro Soft , Zoom and Adobe Pro. Ability to master web-based systems.

  • C-TAGME Certification required within 2 years

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: School of Medicine & Dentistry
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 052
Schedule: 8 AM-4:30 PM; RARE WKNDS