Fellowship Program Coordinator

Job Summary:

The Department of Psychiatry has an opening for a full-time (1.0 FTE) entry level University Staff (unclassified) Fellowship Program Coordinator. The Fellowship Program Coordinator for Child and Adolescent Psychiatry is responsible for managing all aspects of the accredited fellowship training program and their approximate 16 trainees. This position represents their training programs on behalf of the University GME office, the Dept of Psychiatry, the School of Medicine and the University of Colorado. The Fellowship Program Coordinator is responsible for exercising discretion, analytical skill, personal accountability, and responsibility in a wide range of areas including academic, administrative, managerial and student services functions.

Key Responsibilities:

Child and Adolescent Psychiatry Fellowship Coordinator:

* Work with the faculty program director to implement the department goals and objectives for the graduate medical education programs.

* Coordination of fellowship recruitment which includes:

o Invite applicants and create interview schedule.

o Arrange for sufficient faculty and fellows to conduct interviews.

o Communicate with faculty regarding introductions of their clinical or research areas.

o Arrange for official functions.

o communicate with applicants regarding the schedule and other pertinent information.

o Maintain and submit match data.

o Use ERAS and Thalamus for fellow recruitment.

* Provide scheduling support for the CAP track interviews for the general residency, including scheduling child faculty and program director for general residency track interview dates.

* Human resources-related functions such as:

o Rotation and conference schedules.

o Electronic and other record keeping.

o Official correspondence.

o Fellow examination and evaluation.

o CBME, GME, ABPN, RRC and ACGME compliance.

o Program and faculty evaluation.

o I-9 paperwork and any other human resources related tasks required by the department or GME.

* Responsible for managing the allocation of stipends for trainees across funding sites to ensure that allocations are used correctly and effectively.

* Work with program director to ensure program has proper funding and complete funding request paperwork if needed.

* Lead the program ACGME accreditation process; plan, prepare for, and manage program internal reviews and site visits.

* Ensure compliance with all governing rules and regulations including audit findings.

* Update yearly WebAds and milestones evaluations for ACGME.

* Coordinate information and rotation sites. Communicate with sites yearly around availability for fellows schedules and final schedules for the next year.

* Ensure schedules are properly entered into MedHub and make updates as needed to schedules during the academic year.

* Disseminate and provide ABPN, CBME, ACGME/RRC, University, GME, department and program policy interpretation/direction to trainees, faculty, and staff in affiliated hospital clinics.

* Update the yearly program manual and policies for the fellowship per GME guidelines.

* Plan, organize, and manage fellowship projects to ensure compliance with all internal and external policies and procedures that govern the fellowship training programs. This includes compliance with ACGME, GME and RRC policies.

* Coordinate fellow outcome assessments and database management.

* Assist with proctoring annual required training exams.

* Assist program director with sensitive or confidential information regarding fellows.

* Manage issues and monitor the progress and performance of the fellows which requires interpretation, advisement and enforcement of applicable rules and regulations.

* Utilize technology extensively to support and implement fellowship program services.

* Support weekly didactics by setting up room technology and being available to faculty and fellows for any needs they have.

* Stay up to date with CUGME and ACGME requirements, national and regional trends, and issues related to graduate medical education. Understand the program requirements and notify the program director of new changes to GME or ACGME program requirements.

* Develop, implement, and evaluate new program goals and objectives, guidelines, policies, and competencies per accreditation requirements.

* Update the program manual yearly and post to MedHub by the June deadline.

* Perform analysis and prepare reports for the program director, department, and others, such as ACGME studies, program evaluation reviews, fellow exams/assessments, retreats, and audits.

* Represent the University and the Department at national and local functions including workshop presentation and recruitment efforts.

* Serve as the liaison to the CU Graduate Medical Education Office. Serve on committees as appropriate and assigned.

* Plan all events and catering needs (recruitment lunches and dinners, welcome party, department/committee meetings, fellowship retreats, weekly grand rounds lunch, etc.).

* Manage all fellowship purchase processes and reimbursements for resident and fellow educational funds.

* Help with department travel arrangements and expenses when needed. Lead contact for Concur and Marketplace functions, orders, and invoicing.

* Track the expenses for the child fellowship and stay within the given budget expenditures each academic year.

* Training verifications for fellowships.

* Maintain appropriate records including evaluations, conference, and fellow schedules in MED HUB.

* Provide back up for other Psychiatry coordinators for vacation or leave as needed.

* Communicate with program and department leadership, GME, faculty and fellows through email, Teams or other platforms as needed. Respond to communications promptly or within 24 hours of receipt.

* Create, organize, and maintain files consistent with ACGME and RRC standards of documentation.

UME Medical Student/GME Psychiatry Residency Backup/Projects Coordinator:

* Provide support and backup to the Medical Student Coordinator in the following areas, learning all medical student process and procedures:

o Coordinates the fourth year medical student Electives (11 electives; all 2-4 weeks).

• Coordinates review of applications from fourth year medical students at other medical schools who wish to complete an elective rotation at CUSOM (utilizes the VSAS system).
• Provides the Dean's Office and Student Life with required forms and information needed regarding students and/or the program throughout the year.
• Provides prompt, courteous customer service to students and instructors, and completes others with program related requests. Replies to student inquiries verbally, or in written or electronic form.

o Provides administrative assistance to the Director and Associate Director of Medical Student Education in the Department of Psychiatry

* Provide support to the GME Psychiatry Residency as needed for coordinator absences

* Provide task support to the GME Psychiatry Residency in areas designated and as time allows to include things such as: Evaluation management, Additional Work for Additional Pay/Moonlighting processes, Vacation/Conference approvals, Didactic attendance reporting, etc.

Work Location:

Hybrid - this role is eligible for a hybrid schedule of 2-3 days per week on campus and as needed for in-person meetings. Tuesdays will be a required day in the office. Other required days will be determined based on program needs and space availability.

Why Join Us:

The University of Colorado Anschutz Medical Campus, one of four campuses in the University of Colorado System, is the major academic medical center in the Rocky Mountain region. The Anschutz Medical Campus is home to the University of Colorado Hospital, Children's Hospital Colorado, and a new Veterans Affairs Hospital, making it one of the largest and most comprehensive biomedical research and clinical care centers in the western United States. With world-class health sciences research, educational and clinical facilities, the CU School of Medicine has established distinctive and highly productive programs, receiving research awards of more than $350 million per year, including more than $200 million from National Institutes of Health and other federal agencies. The School's total annual clinical and research revenue exceeds $1.2 billion per year.

The Department of Psychiatry is one of the largest units in the UCD-SOM and is comprised of 5 Divisions. The Department currently has approximately 475 paid appointments. In addition, the department has 371 clinical faculty members, 125 regular faculty from Affiliated Hospitals (i.e., Denver Health, National Jewish, VA), and 94 faculty with secondary/adjoint appointments in Psychiatry. The University of Colorado School of Medicine Department of Psychiatry has just welcomed their new Department Chair, C. Neill Epperson, MD and is in the process of growing the Department of Psychiatry with new programs and expanding existing programs.

Why work for the University?

We have AMAZING benefits and offer exceptional amounts of holiday, vacation, and sick leave! The University of Colorado offers an excellent benefits package including:

* Medical: Multiple plan options

* Dental: Multiple plan options

* Additional Insurance: Disability, Life, Vision

* Retirement 401(a) Plan: Employer contributes 10% of your gross pay

* Paid Time Off: Accruals over the year

o Vacation Days: 22/year (maximum accrual 352 hours)

o Sick Days: 15/year (unlimited maximum accrual)

o Holiday Days: 10/year

* Tuition Benefit: Employees have access to this benefit on all CU campuses

* ECO Pass: Reduced rate RTD Bus and light rail service

*

There are many additional perks & programs with the CU Advantage.

Qualifications:

Minimum Qualifications:

* Bachelor's degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution.

* Two (2) or more years of experience serving in a Graduate Medical Education coordinator administrative role

Substitution: A combination of education and related technical/military/paraprofessional experience may be substituted for a bachelor's degree on a year for year basis.

Substitution: An advanced degree (Masters or Doctorate) may be substituted for experience on a year for year basis if the degree is in a field of study directly related to the work assignment.

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

* Experience with educational, financial, and management processes.

Knowledge, Skills, and Abilities:

* Ability to communicate effectively, both in writing and orally.

* Effective interpersonal skills and the ability to establish and maintain effective working relationships with employees at all levels throughout the institution.

* Outstanding customer service skills.

* Effective problem-solving skills including the ability to analyze and evaluate data to make appropriate decisions and recommendations.

* Demonstrated motivation and strong work ethic with the ability to work through projects independently.

* Ability to work under pressure and meet deadlines in a complex and fast paced environment.

* Exceptional organizational skills and attention to detail.

* Proficient with Microsoft Office Suite and the ability to quickly learn and manage new software programs.

* Strong organizational and time management skills with the ability to independently plan and organize multiple needs and activities and meet multiple deadlines.

* Ability to establish work priorities and work through projects independently.

* Ability to provide follow-through to ensure completion of individual activities and assist others with work projects.

* Ability to exercise independent decision making and manage interrelated and/or complex issues or transactions.

How to Apply:

For full consideration, please submit the following document(s):

1. A letter of interest describing relevant job experiences as they relate to listed job qualifications and interest in the position.

2. Curriculum vitae / Resume

3. Three to five professional references, including name, address, phone number (mobile number if appropriate), and email address.

1.

Questions should be directed to: Sara Dillard, sara.dillard@cuanschutz.edu

Screening of Applications Begins:

Screening begins immediately and continues until filled. For best consideration, please apply by March 11, 2026.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as

$52,961 - $67,367

The above salary range (or hiring range) represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. This position may be eligible for overtime compensation, depending on the level.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.

Total Compensation Calculator

Equal Employment Opportunity Statement:

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing non-discrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

ADA Statement:

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@cuanschutz.edu.

Background Check Statement:

The University of Colorado Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students, and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Vaccination Statement:

CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine preventable diseases. If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety sensitive job duties, you must enroll in the occupational health medical surveillance program.