Fellowship and Medical Student Coordinator

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, though some regular on-site work will be expected. The expected days to be onsite will be 2-3 days. Because the University of Minnesota is a land-grant institution that serves the state, residing in Minnesota is typically required.

60% Fellowship Administrator:

• Administrate Micrographic Surgery and Dermatologic Oncology (MSDO) Fellowship, Pediatric Dermatology Fellowship, and other non-ACGME accredited Dermato-Allergology fellowship programs:

Program Accreditation Management:

• Manage high-stakes accreditation self-study submissions and site visits. 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 residents 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 Competence 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 an approach to submit milestone reports to the ACGME.
• Oversee Program Evaluation Committee: Develop action plans for programs to meet goals set during the annual program evaluation.
• Monitor Program Agreements to ensure all agreements are valid. Initiate contract renewal and manage domestic and international processes including negotiation of contract, relationship management, and leveraging contract services (legal, translation, etc.)
• Plan, coordinate and manage program components through Residency Management Suite (RMS), including evaluations, personnel data, portfolio, and procedure logger. Manage trainee duty-hour reporting and RMS rotation schedules and assignments (rotation protocol), which directly impact Medicare reimbursement.
• Monitor program FTE usage and identify if shifts need to be made; manage annual FTE budget request process.

Trainee Progression and Certification Management:

• Monitor and maintain detailed knowledge of the national governing board's physician training requirements. Formulate and recommend program level solutions in response to policy and requirement changes.
• 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.
• Design and recommend event and educational training offerings.
• Analyze program requirements, develop and recommend strategy/plan, manage and facilitate activities to ensure successful execution to meet changing needs of the program, accrediting bodies, affiliates, and medical school.
• Plan and execute on program orientation curriculum and other standard GME events such as graduation, retreats and exams.

Recruitment Strategy/Planning:

• Consult with faculty to develop program admissions parameters, review and select initial list of strongest candidates, analyze faculty assessments to develop ranking of candidates.
• Organize and actively participate in the final selection committee process.
• Ensure compliance with the SF Match (Residency and Fellowship Match Services) Policies and Procedures.
• Conduct recruitment cycle analysis to continually increase competitiveness of programs and identify areas for improvement.
• Market programs to increase match success.
• Manage recruitment for all programs, including but not limited to:
  • Application review process.
  • Applicant "hub" (website)
  • Interview and ranking process.

25% Undergraduate Medical Education Coordinator:

• Coordinate the Dermatology Medical Student Rotation Program (including the Basic Dermatology, Advanced Dermatology, and Research Dermatology electives)
  • Capacity Management:
    • Manage site capacity for courses, including courses arranged by the department.
  • Assessment:
    • Enter grades in PeopleSoft.
    • Administer assessments.
    • Manage the submission of assessment comments in MedHub for use on student MSPEs.
  • Evaluations:
    • Access information on course evaluations to share with course director(s).
  • Visiting Students:
    • Work with clinical scheduler to offer courses to visiting students.
  • Canvas Site Management:
    • Manage Canvas sites for courses.
    • Assist the course director(s) with making syllabus updates.
  • Communication:
    • Serve as first point of contact regarding courses for:
      • Students who have questions about the course.
      • Site coordinators
      • Clinical Education Manager in the medical school.
      • Communicate with students about department events and other interest-focused opportunities.
      • Provide students with information about onboarding to clinical sites.
  • Miscellaneous:
    • Submit course directory updates when needed.
    • Attend monthly UME Coordinator meetings.
    • Track student FTE hours spent in the patient care setting for the MERC report.
• Coordinate the Dermatology Interest Group:
  • Facilitate meetings for DIG board.
  • Help DIG board create and set up student events.
    o Facilitate reimbursements and payments for DIG events.
• Coordinate for Medical Student Funding Committee:
  • Schedule, attend, and facilitate quarterly medical student funding meetings.
  • Track funding requests from all medical students.
  • Process reimbursement requests for medical students according to University and Departmental travel policies.
• Support Medical Student Research in Dermatology:
  • Track medical student research projects and outcomes in Dermatology.
  • Assist medical students with meeting presentation materials as requested.

5% Assist with Residency Coordination:

• Management of trainee absence calendar.
• Assist with management of google Resident semi-annual review portfolios (file upload and absences).
• File management and maintenance of google sites (recruitment, visiting residents, residency and fellowship hub).
• Assist with preparations for resident and fellow related events: orientation, recruitment and graduation.
• RMS management - input lecture attendance, didactic lecture schedules, and evaluations.

5% Clinical Research Internship Coordinator:

• Coordinate Clinical Research Internship program, including scheduling recruitment interviews and corresponding with applicants.
• Assist with the onboarding and offboarding of interns in collaboration with Clinical Research/Department administration.
• Process reimbursement requests for clinical research interns according to University and Departmental travel policies.

5% Other Responsibilities as Assigned:

• Provide additional administrative support for the Department, including serving as a departmental source of information, greeting delivery staff and visitors to the department, distributing packages, getting and distributing mail, running errands on campus, scanning, faxing or copying documents, supporting recruitment activities involving prospective faculty or staff, supporting Departmental events.
• Assist with other Departmental projects and duties as assigned.

All required qualifications must be documented on application materials.

Required Qualifications:

• BA/BS or a combination of related education and work experience to equal four years.
• Demonstrated/documented excellent writing, communication, organization, customer service, and multitasking skills; detail oriented; experience working with diverse communities; project coordination experience; self-starter.

Preferred Qualifications:

• Experience working with fellowship and residency programs.
• Hands-on knowledge and experience with RMS.

The Department of Dermatology is committed to providing excellent patient care, conducting investigational research and training the next generation of dermatologist. We have world-renowned clinical programs, nationally recognized educational program, and pioneering clinical trials. We are dedicated to improving dermatological care not only for today, but also for the future.

For more information, please visit our website at https://med.umn.edu/dermatology.

• 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.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).