Fellowship Program Coordinator

Job Summary

University of Colorado Anschutz Medical Campus, Department of Psychiatry/Office of Education and Training is recruiting a full‑time (1.0 FTE) senior‑level Fellowship Program Coordinator for the Child and Adolescent Psychiatry Fellowship. The Coordinator manages all aspects of the accredited fellowship training program, supporting approximately 16 trainees and representing the program to the University GME office, the Department of Psychiatry, the School of Medicine, and the University of Colorado.

• Work with the faculty program director to implement the department’s graduate medical education goals and objectives.
• Coordinate fellowship recruitment, including:
  • Invite applicants and create interview schedules.
  • Arrange faculty and fellow interview participation.
  • Communicate faculty interview roles and clinical research areas.
  • Organize official functions and manage application schedules.
  • Maintain and submit match data using ERAS and Thalamus.
• Provide scheduling support for CAP track interviews for the general residency program and coordinate with faculty and program director.
• Perform human resources functions such as rotation schedules, record‑keeping, official correspondence, fellow evaluation, CBME/GME/ABPN/RRC/ACGME compliance, program and faculty evaluation, I‑9 paperwork, and other HR tasks.
• Manage stipend allocation and funding requests across sites.
• Lead the ACGME accreditation process, plan internal reviews and site visits, and ensure compliance with audit findings.
• Update yearly Web Ads, milestones, the program manual, policies, and schedules; enter and update schedules in Med Hub.
• Disseminate program policy interpretation to trainees, faculty, and staff.
• Plan, organize, and manage fellowship projects to maintain compliance with internal and external policies.
• Coordinate fellow outcome assessments, database management, and proctor annual required training exams.
• Handle sensitive or confidential information regarding fellows and monitor their progress and performance.
• Utilize technology extensively to support fellowship services, including setting up technology for weekly didactics.
• Keep abreast of CUGME and ACGME requirements, national and regional trends, and notify the program director of changes.
• Develop, implement, and evaluate new program goals, guidelines, policies, and competencies per accreditation requirements.
• Prepare reports for the program director and other stakeholders, such as ACGME studies, program evaluation reviews, fellow assessments, retreats, and audits.
• Represent the University and Department at national and local functions, including workshop presentations and recruitment efforts.
• Serve as liaison to the CU Graduate Medical Education Office and participate on committees as assigned.
• Plan all events and catering needs for recruitment lunches, welcome parties, faculty meetings, fellowship retreats, grand rounds lunches, etc.
• Manage fellowship purchase processes, reimbursements, travel arrangements, Concur and Marketplace orders, and invoicing.
• Track fellowship expenses and maintain a budget for each academic year.
• Provide training verification for fellowships and maintain records in MED HUB.
• Serve as backup for other Psychiatry coordinators during vacations or leave.
• Communicate promptly with program and department leadership, GME, faculty, and fellows via email, Teams, or other platforms.
• Create, organize, and maintain documentation files per ACGME and RRC standards.

• Support and backup the Medical Student Coordinator, learning all student processes and procedures.
• Coordinate fourth‑year medical student electives (11 electives, 2–4 weeks each). Coordination includes reviewing applications from other schools via the VSAS system.
• Provide required forms and information to the Dean’s Office and Student Life regarding students and the program.
• Deliver prompt, courteous customer service to students and instructors by responding to inquiries verbally or in writing.
• Assist the Director and Associate Director of Medical Student Education.
• Provide support to the GME Psychiatry Residency for coordinator…