This position is based out of Minneapolis, MN and is eligible for hybrid work-from-home and/or on-campus work dependent upon individual performance and organizational need. Because the University of Minnesota is a land-grant institution that serves the state, residing in Minnesota is typically required.
Hospice and Palliative Medicine (HPM) Fellowship Coordinator (35%)
Partners with the Program Director and Associate Program Director to manage trainees across this ACGME accredited fellowship program. Responsible for addressing and coordinating responses to all matters related to the training of HPM fellows. Main point of contact for all internal, institutional, and national stakeholders. Responsible for tracking and ensuring compliance with administrative, curricular requirements for graduation and board certification. Responsible for the successful and efficient day-to-day management and operations of the fellowship program. Ensure compliance with all programmatic, institutional, and national governing policies and regulations.
Design and recommend event and educational training offerings, analyze program requirements, develop and recommend strategy/plan, manage, facilitate, and delegate activities to ensure successful execution to meet changing needs of the program, accrediting bodies, affiliates, and medical school. Coordinate program marketing, recruitment efforts, application and interview process including consult with faculty to develop program admissions parameters, review and select initial list of strongest candidates, coordinate interview day, coordinate analyze faculty assessments to develop ranking of candidates. Participate in the final selection committee.
Consult with trainees and program faculty and review governing requirements to create individualized short and long-term trainee learning plans. Analyze multiple information sources such as trainee career goals, multi-site rotation offerings, program and accrediting body requirements and financial government funding parameters to support recommendations to program leadership.
Coordinate onboarding, orientation, off-boarding and day-to-day management of fellow experience.
Primary resource for fellows related to program requirements, policies and procedures, benefits, and compliance with hospital requirements (ID badges, parking, training requirements and records, credentialing documentation), and coordinate trainee conference scheduling.
In consultation with fellows, maintain/edit/coordinate updates and distribution of fellowship survival guide.
Interface with accrediting bodies. (Example: report faculty scholarly activity annually - have to know how many people have passed their boards from multi-sources - Extensive data mining from multi-source, multi-medium data to compile single source of information for program to report to accrediting body.) Analyze program data to ensure conversion to accrediting body systems and requirements. Oversees process of annual program update. May delegate and provide direction to junior members of the team.
Recommend enhancements to drive accreditation preparedness with an understanding of organizational impact of program - specific process and decisions. In consultation with the Program Director, prepare explanations and programmatic responses to accreditation citations.
Program assessment and evaluation:
Audit assessment and evaluation program to determine effectiveness. Report results to program leadership. Partner with leadership to develop and implement systematic improvements.
Analyze data and systems to independently drive compliance standards. Utilize complex data analysis to problem solve and implement new systems to ensure compliance / drive compliance across fellowship program.
Compiles and analyzes historical and anticipated budget data, prepares and recommends budget for approval, monitors spending and investigates/resolves/escalates issues.
High budgetary impact of mistakes ($70k each)
Monitor and maintain a detailed knowledge of national governing boards physician training requirements. Formulate and recommend program level solutions in response to policy changes.
Maintain/edit/coordinate approval and distribution of training program policy and procedure manual.
Monitors Program Agreements to ensure all agreements are valid. Initiates contract renewal and manages domestic and international process including negotiation of contract, relationship management, and leveraging contract services (legal, translation, etc.).
Coordinate Behavioral Health Fellowship (10%)
Administer the Behavioral Health Fellowship program under the direction of the fellowship directors to include but not limited to:
Direct, manage, and improve the recruitment process, including marketing, promotion, and communication (i.e., develop and maintain program website and recruitment materials).
Direct the fellows application process, recruitment process, and on-boarding duties; coordinate interviews.
Interpret program requirements, policies and procedures; develop and maintain the program manual; direct fellows to appropriate University resources as needed.
Implement annual and semiannual program reviews and reviews of fellows performance by gathering and organizing evaluation data and producing reports. Create, analyze, and disseminate these reports to fellowship directors.
Verify compliance with regulations governing the program.
Liaison between University faculty and staff, affiliate training sites, students/residents/fellows, and fellowship directors.
Oversight of: Organize and maintain permanent folders. Create and maintain orientation materials for fellows.
General education administration (30%)
Scholastic Standing Committee (SSC) support
In conjunction with the Associate Education Manager - coordinate, manage, and participate in the department scholastic standing committee (SSC) and other educational committees as assigned; the SSC is a consulting and recommendation body for all eight residency and two ACGME-accredited fellowship programs.
Complete annual & ongoing department level updates to seven residency programs, three ACGME-accredited fellowships, and one behavioral health fellowship program policy manuals.
Review program manuals to ensure required elements are included.
Consult with and advise programs on recommended updates.
Collect and review PLA information from programs and partners to ensure Program Letters of Agreement (PLA) meets Medical School guidelines.
Submit PLA agreement requests and PLA updates to GME.
Ensure that fully executed agreements are accessible and appropriately stored in online record system (RMS).
Provide support for PAACE meeting including:
Take PAACE meeting minutes.
Send out call for agenda items and help draft agenda.
Send out meeting reminders and manage calendar invites.
Participate as a member of the Education Office including but not limited to staff/support education office events (occasional evenings and weekends).
Department education project management and program administration (25%)
In collaboration with the Education Manager, and Associate Education Manager, coordinate, manage and participate in the development and implementation of system-wide projects.
Partner with programs to roll out program specific projects.
Provide back-up/support to UMN paid programs as needed (residency and fellowships) .
Participate in the design and implementation of department education systems and processes.
Provide assistance with programmatic course activities, preparation and planning.
All required qualifications must be documented on application materials.
Bachelor’s degree or a combination of related education and work experience to equal four years. Including one year of program/project management or administrative experience.
Must have broad based knowledge of office support and computer systems along with spreadsheets, databases, statistics, and accounting practices for budgetary responsibilities.
Demonstrated ability to clearly present information through the spoken or written word; read and interpret complex information; exceptional listening skills.
Strong analytical and organizational skills with the ability to delegate tasks, motivate others, and manage stakeholder priorities in a deadline-oriented environment.â‹
Strong interpersonal skills with the ability to work collaboratively with faculty, project staff, administration, external partners (UMPhysicians, Fairview, HealthEast, and community physicians), and students and provide advice and consultation on a variety of GME related issues.
Creativity and strategic thinking with the ability to take initiative and the willingness to learn. Demonstrated good judgment in knowing when to contact faculty about problems and when to manage issues themselves.
High attention to detail; follow detailed processes and ensure accuracy in documentation and data; ability to make a conscious effort to understand causes in addition to effects.
Commitment to promoting a culture that respects and advances diversity and inclusion of people.
Ability to achieve great results from ordinary circumstances; prepare for problems or opportunities in advance; undertake additional responsibilities and respond to situations as they arise without supervision.
Experience with technology-based instruction and education.
Previous experience working in a college/university level academic setting and with physicians, medical students, and others in the healthcare field.
Record of ability to write reports and complex correspondence, and maintain program statistics and confidential records.
Documented work experience with event/program management or supervision.
Experience handling program/event budgets, tracking expenses, and dealing with vendors.
Experience with PeopleSoft, Canvas, EFS, Qualtrics, ChromeRiver, or Google Suite.
The ideal candidate should have the demonstrated ability to:
Develop team members, including student workers.
Oversee budget management.
Follow detailed processes and ensure accuracy and timeliness
Manage change in complex environments.
Work with learning technologies and instructional designers to develop and engage students in eLearning, Virtual Learning, or other means.
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.