Cardiovascular Fellowship Program Administrator - Med ED

The Cardiovascular Disease (CVD) Fellowship Program Administrator is part of an education team, including Program Directors, Education Managers, and the Advanced Cardiology Fellowship Administrator, to provide direction, leadership, and day-to-day management of the Cardiovascular Disease Fellowship program. This includes administration of the fellowship program by providing education coordination between attending physicians/providers, fellows/trainees, hospital/clinical sites, and institutional and regulatory administrative offices.

Ideal candidates will have experience in graduate medical education program management, or a willingness to learn, motivation, and collaborative skills to become an integral part of the leadership team. A successful candidate must demonstrate initiative, resourcefulness, and problem-solving skills in applying detailed knowledge of the responsibilities, functions, and underlying management structure of accrediting organizations, the Department of Medicine, and the larger institution. They are comfortable in a fast-paced working environment managing multiple priorities, in organizing and independently prioritizing work, establishing procedures and systems, and ensuring orderly and timely workflow.

This position will be expected to be on-campus a minimum of 3 days per week, with occasional evening or weekend activities.

Responsibilities:
Program Accreditation Management (35%):
Manage high-stakes accreditation self-study submissions, site visits, and internal special reviews. Recommend enhancements to drive accreditation preparedness with an understanding of organizational impact on the programs and their specific process and requirements. Propose and implement initiatives to address areas for improvement and citations.
Ensure trainees and faculty are prepared to respond to the ACGME annual surveys. Work with the program director, faculty leaders, and trainees to develop and execute on plans to address survey findings.
Clinical Competency Committee (CCC): Manage evaluation system of trainees, faculty and rotations used by the CCC. Amend evaluations to reflect changes in the ACGME requirements. Develop and execute on approach to submit milestone reports to the ACGME.
Program Evaluation Committee: Partner with committee to develop and implement action plans for programs to meet goals set during the annual program evaluation.
Manage program components through Residency Management Suite (RMS), including evaluations, personnel data, portfolios, procedures, and rotation schedules and assignments (rotation protocol), which directly impact Medicare reimbursement.
Monitor and maintain detailed knowledge of national governing boards' physician training requirements. Formulate and recommend program-level solutions in response to policy and requirement changes.
Attends and participates in GME, Medical Education, and division meetings to stay informed of upcoming tasks and new policies, acts to implement and inform fellows as needed.
Trainee Progression and Certification Management (30%):
Serve as the primary point of contact for fellow, faculty, and staff on all fellowship-related matters. Primary communications strategist for all program-related communications, internal and public-facing.
Responsible for maintaining all current fellow and alumni records. Reviews all requirements for completion of training program, maintains alumni database, prepares final verification of training documents, and completes requests for training verifications.
Point of contact for program policy questions. Responsible for the upkeep and yearly updating of the Program Policy Manual.
Monitors and maintains time away and leaves of absence for fellows to ensure compliance with program, GME, and ABIM guidelines.
Partners with program and departmental leadership to implement programmatic changes and process improvements.
Makes purchasing as needed for program, including events, trainee exams, and conference registration and travel, adhering to University policies.
Understands and enforces conference travel guidelines for fellows and assists fellows with reimbursements.
Actively listens to diverse perspectives and works collaboratively to move tasks forward.

Fellowship Recruitment/Onboarding (20%)
Manages all aspects of the annual recruitment season while serving as primary contact for applicants and faculty.
Assists program director and associate program director in developing program admissions parameters, reviewing and selecting the initial list of candidates, and analyzing faculty assessments to develop ranking of candidates. Upon completion, conducts recruitment cycle analysis to continually increase competitiveness of programs and identify areas for improvement.
Manages program use of recruitment systems, including Electronic Residency Application System (ERAS), Thalamus, and the National Resident Matching Program (NRMP), while ensuring compliance with all policies and procedures.
Develops and/or updates recruitment marketing documents, departmental website, multimedia promotion.
Coordinates and actively participates in recruitment days and is part of the selection committee.
Resource for visiting residents, working with AEM to coordinate rotations.

Events & Special Projects (15%)
Manages events (workshops, conferences, required exams, graduation, lectureships, job fairs, etc.), from initial planning through execution.
Create announcements in Canva to promote events and didactics.
Prepares program and presentation materials for annual graduation event.
Partners with education leadership in department initiatives.
Other duties as assigned.

Required Qualifications: (All required qualifications must be documented on application materials)
BA/BS or a combination of related education and work experience to equal four years
Demonstrated ability to organize and present complex information
Demonstrated experience handling a wide range of administrative related tasks with a commitment to professionalism and confidentiality
Outstanding communication (oral and written), interpersonal, organizational skills with keen attention to detail all with an ability to work collaboratively with diverse audiences
Ability to maintain a positive and professional demeanor when dealing with stressful situations
Proficient with Microsoft Office, Google Suite, Canva, and Zoom conferencing software, with the drive to learn new systems as needed
Highly organized with attention to detail in a fast-paced, multitasking environment
Must be self-motivated, self-guided, goal-oriented, and mindful of deadlines
Candidates must be able to work both autonomously and collaboratively with individuals in Medical Education and the Cardiovascular Division.

Preferred Qualifications:
Work experience in residency, medical, or medical education settings
Working knowledge of RMS, ACGME, and American Board of Medical Specialties
Professional program and/or project management experience
Demonstrated ability to be resourceful (i.e., identify errors and take initiatives to solve problems as they arise)
Demonstrated ability to work across varying levels of an organization (i.e., leadership, colleagues, and trainees)

Pay Range: Starting salary range is $60k-68K, depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

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