General Information

Job Description HEALTH PROFNS EDUC SPEC 2 Working Title Internal Medicine Fellowship Program Coordinator (St. Bernardine's)
Job Code 004390 Grade 19
Department Name Internal Medicine GME - D02020 Department Head Rajesh Gulati
Supervisor Lauren Hook Effective Date
Position(s) Directly Supervised
Job Code Title FTE

Generic Scope
Professional who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.

Custom Scope
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.

Department Custom Scope
The Internal Medicine Fellowship Program Coordinator manages all aspects of the resident/fellow recruitment and selection process, manages all day-to-day operational aspects for the designated fellowship program and participates in long-range planning and development of the program, financial analysis, manages resident/fellow admissions and onboarding activities, provides analytical and programmatic support to the Program Director, and serves as a resource to fellows in matters such as establishing library privileges, coordinating employment and benefits matters with SOM Human Resources, and other administrative duties as assigned.

Education & Experience Requirements

Education Requirements
Degree Requirement
Bachelor's degree in related area and/or equivalent experience/training. Required

Experience Requirements
Experience Requirement
2 - 4 years of related experience. Required
Prior experience working in or with graduate medical education programs or graduate education in a medical school or higher education environment. Preferred

License Requirements

Certification Requirements
Certification Requirement

Educational Condition Requirements
Condition Requirement

Key Responsibilities

Description % Time
Serves as point person for learners, which may include prospective health professions education program candidates; current health professions education learners; and all other stakeholders. Answers questions and disseminates program information. Assists health professions education learners with all program-related issues and questions.
  • Serve as primary resource to residents/fellows, faculty and staff on UCR Residency Program matters. Develop evaluation systems for resident's progress including rotation reports, and assessment by advisor/s. Develop and manage information systems, including a Resident Information System and other supporting systems. Serve as informal advisor to residents on academic and personnel matters.
Assists program management with operational components specific to the employment of learners which may include human resources onboarding; appointment paperwork; credentialing; managing training grants; payroll management (FTE tracking); benefits and leave advising; and Medicare reimbursement reporting.
  • Oversee the application process and maintain database. Coordinate offer and acceptance activity including application review (screening and data and statistics preparation for selection committee), record keeping, decisions and formal offer completion processes. Coordinate recruitment visits. Oversee and authorize all recruitment expenses. Assign charges to designated accounts based on account budgets and fund commitments.
Assists with logistics and coordination for program social events and/or educational activities, which may include recruitment; orientation; graduation; conferences; and simulation and/or other assessment activities.
  • Manage all aspects of resident/fellow recruitment. This includes the following: Represent and market the program to potential applicants, other institutions and agencies. This requires thorough knowledge about program requirements, procedures and policies, in addition to being knowledgeable about UCR and the SOM. Develop, edit, enhance and maintain program website and information and oversee production of all publications, including writing, editing, and updating publications.
Maintains program files and data, which may include individual learner files as well as program accreditation documentation in accordance with relevant regulatory and University policies.
Ensures administrative, financial and other program operations are compliant with accreditation standards, University policy, and other regulatory requirements. Prepares reports and follows up as necessary.
  • Develop and implement methods and procedures for management of the program. Review and streamline existing administrative processes, as needed. Facilitate and implement program changes.Advise the Director and program committees on University, SOM and GME policies, requirements, procedures, and deadlines. Implement approved policy changes and recommendations and ensure policy compliance. Determine agenda items and appropriate issues for meetings based on programmatic needs.
At the direction of program faculty and leadership, creates learner assessment documentation, including assessment tools and assessment strategies/timelines. Generates regular reports of individual and aggregate learner progress and assessment.
  • Provide support to various GME committees. Compile information and statistics for committee meetings. Make recommendations to the committee. Make presentations to committees and residents regarding program requirements, administrative protocol, etc.. Disseminate information such as policy changes to appropriate personnel.
Assists in projecting costs, monitoring budgets, and financial tracking for health professions education programs and related activities. May process and tracks learner reimbursements. Assists program management with financial tasks related to the program.
  • Other duties as assigned.
Fosters an environment of collaboration between various health professions education specialties and programs. Participates in program and/or departmental work groups, teams, task forces and committees to support ongoing health professions education program functions.
Assists with a variety of projects to provide solutions to improve educational or administrative operations. May work with others to achieve project objectives.
At the direction of program faculty and leadership, creates program and curricular evaluation documentation, including evaluation tools and strategies/timelines. Generates regular evaluation reports.

Knowledge, Skills & Abilities

Knowledge/Skill/Ability Requirement
Ability to speak in public and present to various groups. Required
Ability to maintain workflow with changing priorities, frequent interruptions and stressful situations while working with a positive attitude. Required
Basic 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. Required
Communication skills; includes verbal, written and active listening. Service oriented and responsive to questions and requests. Ability to interact in a professional, resourceful, and courteous manner. Required
Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to work with extremely complex faculty calendars/schedules requires extremely well organized and detail oriented precision. Required
Ability to maintain confidentiality of extremely sensitive and confidential patient and employee information. Required
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. Required
Knowledge of educational technology and systems. Ability to troubleshoot and triages related technology issues. Required
Ability to work independently and follow through on assignments with general supervision. Required
Demonstrated interpersonal skills. Demonstrated ability to develop working relationships within department and with learners. Required
Basic knowledge of relevant policies and regulatory requirements. Basic knowledge of health professions education industry. Required
Knowledge and experience working with UC or UCR policies, procedures and business systems. Preferred

Special Requirements & Conditions
Special Condition Requirement
Travel from San Bernardino to the Riverside (UC Path Intellicenter) office and UCR campus for training and meetings. Required
Overtime Required
Travel Outside of Normal Business Hours Required
Travel Required

Other Special Requirements & Conditions

Level of Supervision Received


Working Environment
Home office will be in San Bernardino - 1890 N. Waterman Ave, San Bernardino, CA 92404

Other Requirements

Items Used
  • Standard Office Equipment

Physical Requirements
  • Crawl : N/A
  • Walk : Occasionally
  • Stand : Occasionally
  • Climb : N/A
  • Bend : N/A
  • Sit : Constantly
  • Squat : N/A

Mental Requirements
  • Read/Comprehend : Constantly
  • Reason & Analyze : Constantly
  • Communicate Orally : Constantly
  • Perform Calculations : Constantly
  • Write : Constantly

Environmental Requirements
  • Fumes : No
  • Drives motorized equipment : No
  • Is exposed to marked changes in temperature and/or humidity : No
  • Is around moving machinery : No
  • Dust : No
  • Is exposed to excessive noise : No
  • Works in confined quarters : No

Critical Position

Is Critical Position: Yes

More Information

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Riverside, CA 92521
Tel: (951) 827-1012

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1160 University Ave.
Riverside, CA 92521

Fax: (951) 827-6493