Fellowship Coordinator

ETSU•Johnson City, TN

8d•$41,595

About The Position

The Department of Internal Medicine is seeking an organized and detail-oriented Fellowship Coordinator to provide administrative and programmatic support for five ACGME-accredited fellowship programs. This role is essential to the coordination of fellowship operations, compliance with GME requirements, recruitment, and educational activities, and serves as a key liaison between fellows, faculty, and the GME office. The Fellowship Coordinator supports the full lifecycle of fellowship administration, including monitoring compliance-related activities, coordinating recruitment and interview processes, assisting with new trainee orientation and onboarding, and supporting educational and exam activities. This position works collaboratively with Program Directors and the Fellowship Manager to ensure smooth day-to-day operations and a positive training environment for fellows.

Requirements

Knowledge of graduate medical education (GME) operations, policies, and compliance requirements
Knowledge of administrative workflows related to scheduling, documentation, and record management
Knowledge of virtual meeting platforms, Microsoft Suite, Teams, etc.
Strong organizational and time-management skills
Effective written and verbal communication skills
Ability to prioritize competing deadlines and adapt to changing program needs
Ability to work independently while also functioning as part of a collaborative academic team
Ability to handle sensitive and confidential information with discretion and professionalism
High school diploma

Nice To Haves

3+ combined years of administrative experience
Experience in graduate medical education, academic medicine, or healthcare administration
Proficiency with Microsoft Office, Teams, and virtual meeting platforms; familiarity with ERAS and Thalamus

Responsibilities

Reviewing and reporting fellows’ duty hours, tracking leave requests, and balances
Tracking abstract approval requests, educational travel forms, and exam leave forms
Arranging and proctoring in-service training exams, including location training schedule and computer/technical set-up
Co-manage fellowship recruitment season to include importing selected candidates into software systems, scheduling faculty to interview, creating interview schedules, sending interview invitations, creating and sending itineraries, and facilitating Zoom interviews for participants
Co-manage fellowship orientation to include scheduling locations and speakers, arranging itineraries, assembling welcome material, ordering catering, and scheduling headshots.
Maintain fellowship Teams channel and ensure up-to-date information
Other duties as assigned