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#99509 Fellowship Coordinator

Filing Deadline: Wed 5/22/2019

This is a UC San Diego internal recruitment open to UCSD and UCSD Health System staff only

UCSD Layoff from Career Appointment: Apply by 05/17/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 05/22/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.


The Department of Anesthesiology employs over 200 academic and staff personnel and has an annual operating budget of $40 million in annualized resources between Practice Plan Revenues, VAMC funding, Hospital and Physician Group Funding, UC Foundation, Research Sources and School of Medicine Funds. There are over 80 clinical faculty, 12 Ph.D, faculty and post docs, 44 residents, 8 clinical fellows, 27 Certified Nurse Anesthetists, 2 Nurse Practitioners, 1 physician assistant and four bargaining units represented.

The Department provides Clinical Anesthesia, Critical Care and Pain Services at Hillcrest, JMC, Shiley, Childrens and the VAMC. The Department operates a Pain Clinic at the KOP. The Department's research programs include bench and clinical research programs located at the VAMC, MTF, CTF, Hillcrest, CTRI and CMM facilities.

The Fellowship Coordinator will provide executive-level administrative support to UCSD Anesthesiology Fellowship Programs and assist the Fellowship Program Directors in managing the Fellowships by ensuring that accreditation standards are met, educational activities which support the curriculum are established, Fellowship policies are created, disseminated to Fellows and enforced, and recruitment strategies are implemented so that a highly successful Fellowship program is maintained.

Under the direction of the Fellowship Program Director, perform duties related to planning, directing, and coordinating academic, operational, and educational activities of the Fellowship program. Manage Fellowship program operational activities and ensure Fellowship program goals and objectives are established and accomplished. In coordination with the Program Directors ensure accreditation standards are maintained. Organizes Fellowship program workload; monitors status of work in progress and keeps the Program Director informed of activities, priorities and deadlines.

Monitors Fellows schedules to insure compliance with ACGME work hour’s rules are adhered to. Notify the Program Director of any discrepancies for correction. Responsible for the preparation (administrative component) and structure of the ACGME Fellowship Program Information Forms (PIF) and the Internal Review self-assessment document. Prepare a variety of documentation associated with the Fellowship program operations; distributes documentation and retain records as appropriate. Manage computerized information systems related to collecting and storing program data, generating reports and documentation; maintains computerized and hard-copy files of Fellowship program records.

Coordinate the Fellowship recruitment process including: set up interviews, coordinate the Program Director and other Faculty schedules to interview potential Fellows, create candidate files (electronic and hard copy), ensure files contains required documentation. Plan and coordinate orientation of new Fellows; ensure that their schedule for lectures and clinic rotation are in place. Order textbooks in a timely manner to ensure the books are onsite for orientation. Coordinate with the Residency/Fellowship Program Coordinator, required information as it pertains to the Fellow's graduation. Track evaluations to ensure timely completion.

Create (interactive evaluations) and electronically disseminate to Fellows, Faculty and others involved in the evaluation process of Fellows. Read current ACGME media sources to keep apprised of changes and current trends within the specialty fellowship program; applies current information to daily work routine; provides feedback to Program Director regarding updates and new information. Develop and maintain a Fellowship database. Applies acquired skills, process, and policy knowledge to support professional health education program learners. Coordinates program operations, which include teaching and learning activities, program curriculum, learner scheduling, maintaining databases, tracking learner compliance, and program accreditation.


  • Bachelor's Degree in related area; and/or equivalent experience/training

  • A minimum of two (2+) or more years of relevant experience.

  • Basic knowledge of relevant policies and regulatory requirements. Knowledge of health professions education industry.

  • Knowledge of administrative analysis and operations research. Acquiring skills in developing and implementing processes and systems. Familiarity with the administrative and operational implications in a program.

  • Demonstrated knowledge of educational technology and systems. Ability to troubleshoot and triages related technology issues.

  • Investigative, data analysis, and reporting skills. Ability to generate computer reports, checking for errors, correcting and submitting accurate reports. Skills include entering, maintaining, extracting, and analyzing data in electronic systems.

  • Ability to coordinate, organize, plan and execute meetings and conferences. Skill in coordinating a variety of sessions for various groups assigned to different venues, arranging for use of meeting facilities, classrooms, conference rooms, Audiovisual equipment, etc.

  • Ability to advise students on a variety of problems with tact, diplomacy and sensitivity. Ability to refer students to counseling resources as appropriate, including Student Affairs and medical center resources.

  • Strong organizational skills, analytical, and attention to detail. Ability to work with extremely complex faculty calendars/schedules requires extremely well organized and detail oriented precision.

  • Excellent communication skills; includes verbal, written and active listening. Service oriented and responsive to questions and requests.

  • Solid interpersonal skills. Ability to develop working relationships within department and with learners. Ability to interact in a professional, resourceful, and courteous manner.


  • Comprehensive understanding of graduate medical education and its implications on a fellowship program. Knowledge of GME processes at UC San Diego.
  • Experience working with ERAS, New Innovations and NRMP software for the selection, tracking and matching of fellows.
  • Demonstrated knowledge of UCSD travel and purchasing.
  • Comprehensive understanding of ACGME and Residency Review Committee, and their implications on the fellowship program.
  • Knowledge and understanding of all components of the medical education process, including undergraduate medical education, postgraduate residency training and continuing medical education after residency.
  • Knowledge of federal, state, and American Association of Medical Colleges (AAMC) requirements regarding malpractice coverage, access to academic evaluations and other academic records.


  • Employment is subject to a criminal background check.
  • Occasional evenings and weekends may be required.

UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, and several outpatient clinics. UC San Diego Medical Center in Hillcrest is a designated Level I Trauma Center and has the only Burn Center in the county. We invite you to join our dynamic team!


Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.


UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UC San Diego School of Medicine
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Commensurate with Experience
East Campus
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Work Schedule:
Days, 8 hrs/day, Monday-Friday


As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.