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University of Rochester Fellowship Administrator, Department of Surgery - 229345 in Rochester, New York

Fellowship Administrator, Department of Surgery Job ID 229345

Location Strong Memorial Hospital Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 052 Surgical Education



With minimal direction, and having authority for the exercise of independent judgment, decision-making and initiative, manage the operations, accreditation process, compliance, recruitment, and education activities for 3 Fellowship Programs in the Department of Surgery. Obtain and maintain solid working knowledge of agencies, regulations and training requirements related to fellowship training and subspecialty board certification. Provide consultation to expand and enhance the quality of training programs. Function as a liaison between fellows, faculty, administration, Office of Graduate Medical Education (GME), external agencies and other institutions. Maintain discretion relative to confidential and sensitive program issues. Ensure compliance with regulatory agencies and maintain thorough documentation of individual fellow and program files. Develop and facilitate broad range marketing and recruitment initiatives and participate in ongoing process improvement to enhance the administrative management of all training initiatives of the Department of Surgery. Demonstrates ICARE values in each of the major responsibilities.

General Administration: 60%

  • In collaboration with Program Directors, develop, coordinate and maintain educational curriculum, including rotation goals and objectives, evaluations and scheduling. Routinely review educational activities/rotations to ensure they meet program goals/objectives and ACGME/Surgery Subspecialty Board requirements.

  • Develop, manage, deliver and monitor an 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.

  • Facilitate program letters of agreement with outside entities, in conjunction with URMC GME, Program Director(s), UR Office of Counsel and external organizations. Coordinate and schedule the participation of other learners in rotations related to the subspecialty (ies) (including but not limited to rotating residents, visiting residents, and visiting fellows).

  • Develop and maintain written policies, procedures, goals and objectives, and maintain Fellowship manuals.

  • Solicit, organize, schedule and publicize all clinical and didactic conferences for fellowship programs, utilizing MedHub for comprehensive conference schedule. Oversee participation, compliance and attendance; produce, analyze and convey results of summary reports to Directors that measure quality and effectiveness of program.

  • Secure all documentation for subspecialty training matters for new, returning, departing and graduated fellows. Create, manage, process and track required forms and documentation (including but not limited to licenses, DEA’s, applications, verifications, letters of recommendation, contracts, PAFs, visas, travel, leave of absence, vacations, verifications, publications, health compliance, etc.).

  • Compile, edit and verify data for reports, surveys, correspondence, marketing, meetings and other purposes. Plan and facilitate relevant fellowship meetings for Coordinator/Director, Director/Fellow, Annual Program Evaluation, Clinical Competency Committee, and others as requested.

  • Develop and oversee budget, process financial transactions and reimbursements, and monitor account activity utilizing Work Day (UR Financials).

  • Generate/review, approve and monitor all payroll and disability for fellows through HRMS.

  • Obtain and maintain “expert level” knowledge of MedHub. Train fellows, faculty and administrators. Act as liaison to the Department of Surgery Education Office and GME Office for ERAS software updates, reporting and troubleshooting.

  • Maintain alumni data base and reporting. Responsible for data integrity and maintenance. Develop, manage and deliver surveys annually for Program quality improvement.

  • Research best practices and create outcome assessment tools to measure the quality of the fellowship program(s); utilize and/or develop tools to evaluate fellow progression through the milestones and how well fellows are meeting learning objectives.

  • Maintain active membership and participation in the URMC GME Committee.

  • Maintain active membership in applicable national organizations

Compliance: 20%

  • Continually assess program’s compliance with ACGME and Specialty Surgery Board requirements; identify deficiencies and notify Program Director(s) and Education Administrator in a timely fashion; make recommendations and execute necessary changes for compliance. Manage and facilitate external and internal program reviews.

  • Oversee and manage compliance pertaining to HIPAA, mandatory health requirements, ABS, SSO, ACGME, duty hours, GME policies, subspecialty organizations and others as needed. Create and maintain well organized, thorough electronic files that demonstrate such compliance and accurately reflect the clinical, teaching and research achievements of fellows and the Programs.

Recruitment: 15%

  • With attention to streamlining operations and utilizing technology, manage the application, inquiry and interview process for fellowship program(s). Screen and evaluate applications according to ACGME/GME/SSO regulations and program quality indicators and determine candidate eligibility. Create and distribute quantitative and qualitative reports to guide faculty in the review and ranking process.

  • Plan, organize and manage recruitment events, including interviews, social events and meals.

  • Obtain and maintain “expert level” knowledge of the Electronic Resident Application System (ERAS), SASFAS, and SSO application system. Oversee ERAS for fellowship program(s); create, analyze and distribute relevant reports. Stay abreast of changes to ERAS, SAFAS, SSO application system technology and procedures and report to the Program Directors and Education Administrator the impact of those changes on application process and recruitment.

  • Support Program Directors in the management of the National Residency Matching Program (NRMP)/SSO Matching Program and rank list for fellowship programs. Stay abreast of changes to NRMP practices and report to the Program Directors and Education Administrator the impact of those changes on application process and recruitment.

  • Create, develop and maintain fellowship(s) external website. Research best practices, survey fellows, analyze data and make recommendations about how sites would stimulate greater interest and increase candidate interest in the program(s).

Other projects and job duties as assigned. 5%


  • College degree and three years of related work experience in an administrative capacity, preferably in academics, or an equivalent combination of training and experience.

  • Writing skills are essential, in addition to strong organizational, interpersonal, communication, and presentation skills.

  • Strong technical and computer skills, with the ability to easily learn new software and web-based applications.

  • Ability to handle multiple competing demands and prioritize on short-term and long-term projects.

  • Must be able to adhere to deadlines in a fast-paced environment.

  • Ability to work both independently and within a collaborative team environment.

  • Must possess exceptional judgment and have the ability to proactively resolve problems, recommend and implement essential changes and systems.

  • Must have reliable and efficient transportation.

  • TAGME Certification required within 3 years of appointment.

    How To Apply

All applicants must apply online.

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