Coord Fellowship Program

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical, and business professionals across all disciplines.

About the role

This dual-role position supports both the Cardiac Electrophysiology (EP) Program and the Electrophysiology Fellowship Program. The incumbent provides comprehensive administrative, operational, and programmatic leadership to ensure effective coordination of patient care, physician activities, and fellowship program operations within a multidisciplinary academic healthcare environment.

Working closely with the Director of Cardiac Electrophysiology, Fellowship Program Co-Directors, Senior Program Manager, and departmental leadership, this individual serves as a key operational resource in advancing program goals, supporting strategic initiatives, optimizing patient access, and enhancing the educational experience of fellows. The role oversees day-to-day program operations, facilitates collaboration among clinical and administrative stakeholders, and ensures seamless coordination across multiple specialties and ancillary departments.

This position provides direct supervision and leadership for a team of 5-7 staff members, including responsibility for staff development, performance management, workflow oversight, and operational effectiveness. The successful candidate must demonstrate sound judgment, professionalism, initiative, and the ability to maintain confidentiality while handling sensitive information.

Responsibilities

Fellowship Program Responsibilities

• Supports the Cardiac Electrophysiology Fellowship Program Co-Directors in the administration and operation of the fellowship program.
• Serves as the primary liaison between the Fellowship Program Co-Directors, hospital leadership, and the Office of Graduate Medical Education.
• Coordinates all aspects of fellowship recruitment, including interview planning, candidate communication, application management, scheduling, and event logistics.
• Supports fellowship program activities, educational conferences, meetings, evaluations, accreditation-related requirements, and trainee onboarding.
• Maintains program records and assists with compliance with institutional and accreditation standards.
• Collaborates with faculty, fellows, and administrative stakeholders to ensure the successful execution of program goals and an exceptional trainee experience.
• Understanding of graduate medical education processes, recruitment activities, accreditation requirements, and trainee support functions preferred.
• Excellent interpersonal, written, and verbal communication skills.
• Proven ability to interact professionally with physicians, executives, trainees, patients, and external stakeholders.
• Exceptional attention to detail and follow-through.
• Ability to coordinate complex schedules, meetings, interviews, events, and physician calendars.
• Demonstrated ability to manage confidential information and maintain professional discretion.
• Any other duties as assigned.

Cardiac Electrophysiology Program Responsibilities

• Provides day-to-day coordination of patient care across multiple specialties and ancillary departments within the University of Pennsylvania Health System (UPHS).
• Collaborates closely with the Director of Cardiac Electrophysiology, Senior Program Manager, Supervisor of Administrative Support, and Executive Assistant to support program operations and strategic initiatives.
• Assists the Director of Cardiac Electrophysiology in developing and implementing strategic plans to achieve program goals and objectives.
• Serves as a liaison for referring physicians and facilitates communication between patients, providers, and outside practices.
• Coordinates urgent and VIP patient appointments, expedites diagnostic testing, and ensures timely follow-up with patients and referring providers.
• Schedules cardiac electrophysiology procedures, including ablations, and assists with patient placement among electrophysiology physicians as needed to optimize access and workflow.
• Supervises 5-7 direct reports.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion.
• Ability to work independently while maintaining strong collaborative relationships across departments and healthcare teams.
• Knowledge of healthcare operations, physician practice management, and patient access workflows.
• Strong customer service orientation and commitment to patient-centered care.
• Strong analytical and administrative skills with the ability to identify process improvement opportunities.
• Ability to anticipate operational needs and proactively resolve issues.
• Any other duties as assigned.

Requirements

• H.S. Diploma/GED (Required)
• 5+ years in a secretarial role in an academic or medical practice, or Bachelor of Arts or Science with 2+ years of relevant experience.