Fellowship Programs Manager

Directly supervises health professions education staff that coordinate all activities associated with ongoing administration of the program. Monitors curriculum, teaching and learning activities, scheduling, and assessment activities that  support learners and meet standards.

• Supervision of day-to-day activities of staff. Determines priorities of competing deadlines and/or tasks. Assists staff to interpret policies and resolve problems. Ensures that direct reports meet all deadlines.  
• Monitors bandwidth of the staff and provides cross-coverage or develops a cross-coverage plan as needed. 
• Regularly evaluate staff and define development goals, including developing a corrective course of action to ensure the standards are met by all team members. 
• Responsible for completing annual performance evaluation. 
• Exercises judgement in providing recommendations on changes to staffing and budget to ensure the most efficient operations of the unit. 

Acts as advisor to management. Provides leadership and maintains strong ties with all levels of educational program staff, department administration, and University stakeholders. Develops new approaches or methods for maintaining effective communication.

• Acts as an advisor to the Administrative Director of Education and collaborates closely with the other Fellowship Program Managers
• Maintains strong relationships with fellowship program directors and assistant directors, and sponsored and non-sponsored finance managers, and division manager for the fellowships that they oversee on their team. Communicates expectations with the division and provides leadership in resolving any issues that may arise because of mis-aligned expectations. 

Manages the overall delivery and day to day operations of a program including overseeing logistics, tracking student databases, related educational activities, and recruiting faculty to teach in the program. Monitors activities and documentation to ensure program will meet accreditation standards and reports to national accrediting bodies.

• Manages a small portfolio of ACGME and/or non-ACGME programs, which includes oversight of all human resources functions of trainees and ensuring compliance with all national and local accreditation and licensing requirements. 
• Support curriculum development and delivery, including advising faculty on course content and competencies.
• Implement systems to evaluate site-based learning experiences and streamline processes for curriculum delivery and learner assessment.

Manages the program database, which may include individual learner files as well as program accreditation documentation, to ensure compliance with relevant regulatory and University policies. Audits databases for accuracy and completeness. Uses data and analytics to identify, analyze, and resolve problems, which may be operational or educational.

• Oversees program compliance with ACGME regulations. Review and provides feedback to staff for ACGME ADS submissions. Reviews programs’ annual evaluations with the program administator, ensuring they understand how to meet program compliance and avoid any citations and/or warnings. 
• Ensures compliance with GME Funds Flow and Medicare reporting by reviewing MedHub validation reports on a monthly basis. 

Implements processes and guidelines for managing the operational components specific to the employment of learners which may include human resources onboarding; appointment paperwork; credentialing; managing training grants; payroll management (FTE tracking); benefits and leave advising; and Medicare reimbursement reporting. Ensures seamless and error free payroll to learners.

• Assists with the development of DOM Education procedures and policies. 
• Develops a system of checks and balances and transparency in all operational aspects. Raises issues and points for improvement for continous process improvement. 
• Maintains oversight of appointment paperwork, credentialing, and other key aspects of trainee human resources. Final reviewer of appointment paperwork for the unit. 
• Collaborate with the divisional finance team(s) to oversee FTE usage, providing MedHub reporting and payroll oversight. Works closely with HR, Controller’s Office, OGME, and other offices to resolve issues related to pay. 

Trains program coordinators, teaching strategic planning, analysis, and program management techniques. Mentors staff in meeting professional goals and developing growth areas. Assists management in coordinating staff development, training, and competency assessment.

• As applicable in collaboration with other Fellowship Program Managers in DOM and Administrative Director of Education, develop on-going trainings for fellowship program administrators. Relies on expert subject matter expertise to synthesize and organize new information into trainings for the team. 
• Conducts needs assesment to identify gaps in training. Proactively, seeks out the relevant information and either facilitiates the training and/or develops training. Develops benchmarks to measure learning and competencies. 
• Develops and conducts new hire orientation and onboarding. Continually provides training, supervision and feedback for direct reports. Ensures that direct reports have the training, resources, skills and ability to meet the unit’s goals and objectives. 
• Meets regularly with team in 1:1 and group settings to support community of practice and and provide continuous feedback.