Academic Services Coordinator

About the Role

This is a full-time position in the Department of Pediatrics, Section of Pediatric Gastroenterology, Hepatology and Nutrition (Peds GI). This position works closely with the Fellowship Program Director (PD) and education team. The Program Coordinator is responsible for all aspects of the Pediatric GI Fellowship at the University of Colorado, including recruitment of fellows, orientation, tracking of requirements, evaluation of fellows, faculty and program components, and working with the PD on annual surveys and reports. Additionally, this position oversees the educational experiences for all learners in Pediatric GI, managing resident, medical student, and other trainee rotations.

Responsibilities

• Coordinate fellowship program operations, including trainee onboarding, orientation, graduation, and offboarding processes.
• Manage MedHub and trainee records, ensuring accurate documentation of evaluations, scholarly activity, certifications, compliance requirements, and program data.
• Administer fellowship policies and program materials, including program manuals, agreements, websites, and communications.
• Ensure compliance with ACGME, GME, institutional, and departmental accreditation requirements, maintaining documentation and supporting site visits and program reviews.
• Serve as a resource to fellows, residents, students, faculty, and staff regarding program policies, procedures, and training requirements.
• Coordinate fellow schedules, including rotations, call coverage, conferences, educational activities, and learner experiences.
• Manage trainee evaluation processes, including duty hours, attendance tracking, faculty and learner evaluations, and competency documentation.
• Support and coordinate educational programming, including conferences, academic half-days, grand rounds, guest speakers, and required assessments.
• Facilitate fellowship leadership and committee activities, including Program Evaluation Committee (PEC), Clinical Competency Committee (CCC), and leadership meetings.
• Track fellow scholarly and research activities, including publications, presentations, grants, awards, milestones, and career development goals.
• Coordinate training grant administration, including T32, CFF, and other fellowship funding programs, monitoring appointments, reporting requirements, and compliance.
• Administer fellowship finances, including budget tracking, reimbursements, educational funds, tuition payments, exam fees, and grant-related expenditures.
• Lead fellowship recruitment activities, including applicant tracking, interview coordination, ranking processes, recruitment materials, and candidate communications.
• Coordinate program events and special activities, including graduation ceremonies, visiting professor events, recruitment events, and other fellowship functions.
• Maintain effective communication and collaboration with program leadership, institutional offices, faculty, fellows, and external stakeholders to support program success and trainee experience.

Work Location

Hybrid – this role is eligible for a hybrid schedule of three (3) days per week on campus and as needed for in-person meetings.

Why Join Us

The Department of Pediatrics is a department within the University of Colorado School of Medicine with a mission of patient care, medical education, research, and advocacy. The Pediatric GI Fellowship Program prepares fellows to practice the full scope of GI, hepatology, and nutrition with broad exposure to major acute and chronic GI and liver diseases of childhood at Children's Hospital Colorado.

The University of Colorado Anschutz Medical Campus is a public education, clinical, and research facility serving 4,500 students and is a world-class medical destination at the forefront of life-changing science, medicine, and healthcare. CU Anschutz offers more than 42 highly rated degree programs through 6 schools and colleges and receives over $500 million in research awards each year. We are the single largest health professions education provider in Colorado, awarding nearly 1,450 degrees annually.

Benefits

• 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
• Vacation Days: 22/year (maximum accrual 352 hours)
• Sick Days: 15/year (unlimited maximum accrual)
• Holiday Days: 15/year
• Tuition Benefit: Employees have access to this benefit on all CU campuses
• ECO Pass: Reduced-rate RTD Bus and light rail service

Qualifications

Minimum Qualifications

• Entry Level: A bachelor’s degree from an accredited college or university.
  • 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.
• Intermediate Level: A bachelor’s degree from an accredited college or university.
  • 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.
  • One (1) year of professional-level experience.
• Senior Level: A bachelor’s degree from an accredited college or university.
  • 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.
  • Two (2) years of successfully coordinating medical education or graduate medical education program(s) with multiple learners per program year and more than one program year (e.g., a 3-year program with four learners per year).

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications

• Entry Level:
  • Experience collecting, analyzing, aggregating, and managing data and related reports.
  • Experience setting up and coordinating conferences, events, and meetings.
  • Experience working on diverse teams and/or with diverse populations.
• Intermediate Level:
  • Experience collecting, analyzing, aggregating, and managing data and related reports.
  • Experience setting up and coordinating conferences, events, and meetings.
  • Experience working on diverse teams and/or with diverse populations.
  • Experience in administrative support and/or office management, preferably in an academic healthcare setting.
  • Experience managing graduate medical education-related electronic recordkeeping systems and databases (e.g., ACGME, ERAS, NRMP, ABP, Amion, MedHub).
  • Experience working with and interpreting Federal, State, University, and Hospital policies, rules, and regulations.
• Senior Level:
  • Experience collecting, analyzing, aggregating, and managing data and related reports.
  • Experience setting up and coordinating conferences, events, and meetings.
  • Experience working on diverse teams and/or with diverse populations.
  • Experience in administrative support and/or office management, preferably in an academic healthcare setting.
  • Experience managing graduate medical education-related electronic recordkeeping systems and databases (e.g., ACGME, ERAS, NRMP, ABP, Amion, MedHub).
  • Experience working with and interpreting Federal, State, University, and Hospital policies, rules, and regulations.
  • Three years of successfully coordinating medical education or graduate medical education program(s) with multiple learners per program year and more than one program year (e.g., a 3-year program with four learners per year).
  • TAGME certification.
  • Leadership role(s) that contribute to the development or implementation of best practices in GME.

Condition of Employment

Applicants must be legally authorized to work in the United States without requiring sponsorship.

Skills

• Organizational skills with the ability to plan and organize fellowship needs and activities, establish work priorities, and provide follow-through to ensure completion of activities.
• Ability to manage and perform a variety of complex assignments with considerable independent judgment and motivation, maintaining confidentiality when appropriate.
• Knowledge of, or ability to become fully competent in, computer programs essential to the fellowship, including Microsoft Suite (Word, Excel, Access, PowerPoint, Outlook), ERAS, OnCall (Amion) scheduling tools, and MedHub.
• Skill in using both collaborative processes and independent judgment when deciding upon procedures to be implemented, setting priorities, meeting standards, resolving problems, and maintaining confidentiality.
• Ability to understand and apply regulatory requirements at the program level.
• Ability to communicate effectively in a wide range of situations and with a variety of internal and external partners.
• Working knowledge of English grammar to edit and format written documents such as program manuals, program agreements, and meeting minutes.

Pay

The starting salary range for this position has been established as:

• Entry Level: $45,017 to $60,323
• Intermediate Level: $48,989 to $65,645
• Senior Level: $52,961 to $70,968

This position may be eligible for overtime compensation, depending on the level.