New

Fellowship Coordinator

University of California - San Francisco

85000

United States, California, San Francisco

2233 Post Street (Show on map)

May 11, 2026

Under the direction of the Education Manager, the Fellowship Coordinator is responsible for administering and managing activities for multiple ACGME-accredited and non-ACGME fellowship programs, including:

Laryngology (Non-ACGME), Pediatric Otolaryngology (ACGME and Non-ACGME), Facial Plastic and Reconstructive Surgery (Non-ACGME), Prendergast (Non-ACGME), CHESA Global Health (Non-ACGME), Neurotology (Non-ACGME), Head and Neck Surgery (Non-ACGME), and various Research Fellowships.

This position oversees all aspects of the fellowship lifecycle, including interviews, onboarding, credentialing, and offboarding for incoming fellows. The coordinator must possess a thorough understanding of policies and procedures from the Office of Graduate Medical Education (OGME), Office of Continuing Medical Education (OCME), UCSF Medical Center, Dean's Office, Division, and the Department of Otolaryngology-Head & Neck Surgery, ensuring full compliance with institutional, accreditation, and regulatory standards.

In addition to fellowship coordination, this role manages educational programs such as Sub-Internships (Sub-I/Clerkships) through I-Rocket, and coordinates non-MD interns through OGME, including social workers, speech-language pathologists, and audiologists.

The Fellowship Coordinator is also responsible for organizing and managing departmental educational activities and events, including but not limited to:

Grand Rounds
Morbidity & Mortality (M&M) Conferences
Tumor Boards
Pediatric Conferences
Fellow reimbursements and backup support for resident reimbursements
General education team administrative support, as needed

This position requires exceptional organizational skills, attention to detail, and the ability to work collaboratively and effectively with faculty, trainees, and interdisciplinary teams. The ideal candidate demonstrates professionalism, flexibility, and strong problem-solving abilities in a high-volume academic environment. They must also show a genuine passion for education and mentorship, contributing positively to the department's mission of excellence in clinical education and training.

Department Description:

The Department of Otolaryngology - Head and Neck Surgery is a clinical department at UCSF that combines superior resident and medical student training with the highest quality of patient care. Beyond our offices, clinics, and laboratories within the 107-acre UCSF Parnassus campus above Golden Gate Park, our department reaches into the Moffitt Long Hospital, the Ambulatory Care Center, the Medical Center at Mount Zion, and shares UCSF's partnerships with Zuckerberg San Francisco General Hospital (ZSFG) and the San Francisco Veterans Affairs Medical Center (SFVAMC). Divisions within OHNS include Pediatric Otolaryngology, Head and Neck Surgery, Laryngology, Otology, Rhinology, Minimally Invasive Skull-Based Surgery, Facial Plastics, and Sleep Disorders. The department ranked #1 in Northern California by US News and World Report for 2021 and number 5 in the nation. We also have a robust research enterprise with 10 PhD faculty, and $10M in sponsored research budgeted for FY26. OHNS has consistently been in the top 10 institutions for NIH funding. The department has an ACGME-accredited residency program with 25 residents. Additionally, four fellows receive sub specialty training annually.

The Fellowship Coordinator will provide administrative and analytical support to the UCSF Otolaryngology Education Office. Responsibilities include supporting the residency and fellowship programs in collaboration with the lead Education Manager; coordinating medical student rotations; coordinating courses in the department's dissection classroom; and coordinating educational offerings planned by individual divisions within the department.

DUTIES & ESSENTIAL JOB FUNCTIONS

Identify the functions or tasks that employees in the job perform. The essential functions should state the purpose of the work and the results to be accomplished, rather than how the function is performed. Of the tasks listed, what percentage of time is devoted to each? The more time employees spend on a function, the more likely it is that the function is essential. Generally, include those functions that account for 10% or more of the work, i.e., key items that contribute significantly to the achievement of the job. The functions should add up to 100%.

% of time	Essential Function (Yes/No)	Key Responsibilities (To be completed by Supervisor)
25	Yes	Coordinate all aspects of fellowship program processes and practices, including participation in the fellowship recruitment and selection process. Oversee all aspects of the fellowship lifecycle, including interviews, onboarding, credentialing, and offboarding for incoming fellows. The coordinator must possess a thorough understanding of policies and procedures from the Office of Graduate Medical Education (OGME), Office of Continuing Medical Education (OCME), UCSF Medical Center, Dean's Office, Division, and the Department of Otolaryngology-Head & Neck Surgery, ensuring full compliance with institutional, accreditation, and regulatory standards.
20	Yes	Oversee day-to-day program reporting. Maintain and update case logs; coordinate fellowship evaluations, duty hours, conference attendance, etc. Evaluate successful completion of medical fellows requirements. Evaluate medical fellows' self-reporting compliance requirements. Follow up with medical fellows, holding them accountable to meet requirements and participate in the remediation process when necessary. Counsel and advise medical fellows in paperwork and medical fellowship training matters.
10	Yes	Liaise between program and / or departmental administration and University stakeholders. Serve as a liaison between the GME Office and Fellowship Program Directors, Fellows and Departmental Education Manager. Interpret program certification guidelines, identify gaps in program operations and makes recommendations for improvement. Create and submit reports that maintain program certification with OGME and ACGME offices as needed.
10		Participates in budget development and tracks expenses for the program and / or relevant health professions educational activities. Generates reports and recommends methods to reduce costs. Collaborates with program management on financial issues within the program. Providing assistance to OHNS Education Manager, duties include but are not limited to: Tracking monthly meal card assignments for the residents/fellows. Submitting quarterly reports to OGME. Tracking and manage medical and DEA license reimbursements from GME office. Process trainee travel reimbursements Managing trainee health insurance reporting on a monthly basis. Ensure accurate and timely reports are submitted to the GME office; communicate after the fact changes to the appropriate offices. Assist with document management during appointment season - download, get signatures, upload and file away on share drive, prepare Box folders for Kaiser and CHO, ensure compliance Manage relocation, medical license and Step III reimbursements from GME office Assist in scheduling and prepping for bi-annual resident evaluation meetings MedHub updates - monthly schedule verifications, updating personal data for trainees, generating evaluation reports Prepping for the CCC meetings - self evals, milestones Event management - manage annual resident and fellow orientation meeting; assist residents with coordination of weekly teaching meeting 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.
10	Yes	Works with education manager and / or faculty to meet the educational needs of trainees through collaborative development and implementation of programmatic activities, which may include program competencies, curriculum, and exams. Manage the day-to-day oversight of the OHNS medical student programs, including, but is not limited to: Attending UCSF Clerkship coordinator meetings to stay abreast of new SOM developments, requirements, and programs. Managing visiting student registration, onboarding and evaluation processes Managing UCSF student questions, requests for information, and evaluations Handling requests about the department's programs from UCSF and visiting students Managing requests for evaluations from UCSF SOM (and outside institutions) Responsibilities include supporting to the residency and fellowship programs in collaboration with the lead Education Manager; coordinating medical student rotations; coordinating courses in the department's dissection classroom; and coordinating educational offerings planned by individual divisions within the department.
5	Yes	Manages program files and data, which may include individual learner files as well as program accreditation documentation in accordance with relevant regulatory and University policies. Creates reports to ensure accuracy and completeness of data.
5	Yes	Monitors learner files as well as program documentation and policy to ensure compliance with established and evolving standards. Develops and maintains program processes for documentation to meet regulatory requirements.
5	Yes	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. Resolves ad hoc issues relative to program learners. Advises learners on planning, initiation, and completion of their studies. Communicates clinical learning opportunities and curriculum requirements and effectively communicates information about learners' program choices. Responds to inquiries from learners and faculty regarding educational technology and systems. Troubleshoots and triages issues. Assists in monitoring and reviewing the user experience. Helps to provide a positive participant experience and engagement. This requires frequent contact with program participants and stakeholders to provide customer service
5		Plans, executes the logistics, and monitors budgets for program social events and / or educational activities, which may include recruitment; orientation; graduation; conferences; and simulation and / or other assessment activities. May lead workshops and / or information sessions for learners, faculty, and staff.
5		Manages operational components of the program 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. Assists with a variety of projects to provide solutions to improve educational or operations. May work with others to achieve project objectives. In the course of planning these programs this position manages several time dependent processes and must be able to communicate clearly with all stakeholders about ongoing needs. He/she has to determine deadlines and then follow up ahead of them to ensure deliverables are obtained.
0

100%		(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Required Qualifications:

Bachelor's degree in related area and / or equivalent experience / training.
Minimum of 3 years of related experience.
Thorough knowledge of administrative analysis and operations research. Demonstrated ability to develop and implement processes and systems. Thorough knowledge of the administrative and operational implications in a program.

Preferred Qualifications:

Master's degree in related area.
Thorough knowledge of relevant policies and regulatory requirements. Solid knowledge of health professions education program requirements. Thorough knowledge of health professions education industry.
Demonstrated experience and documented excellence in oral and written communications skills; includes active listening and critical thinking.
Strong interpersonal skills. Actively cooperates and supports the work of others. Ability to work productively with anyone regardless of background. Empathetic and aware of impact on others. Strong problem solving skills to assist learners and resolve issues.
Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to complete work and meet established deadlines in an accurate and timely manner, and to manage short and competing deadlines.
Thorough knowledge of educational software and platforms. Demonstrated ability to analyze and seek solutions to enhance the user experience.
Thorough knowledge of data management, documentation methods used in investigating and presenting findings about the program. Skills include statistical analysis of data across databases and systems.

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available here.

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Salary Information

The final salary and offer components are subject to additional approvals based on UC policy.

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Required Qualifications:

Bachelor's degree in related area and / or equivalent experience / training.
Minimum of 3 years of related experience.
Thorough knowledge of administrative analysis and operations research. Demonstrated ability to develop and implement processes and systems. Thorough knowledge of the administrative and operational implications in a program.

Preferred Qualifications:

Master's degree in related area.
Thorough knowledge of relevant policies and regulatory requirements. Solid knowledge of health professions education program requirements. Thorough knowledge of health professions education industry.
Demonstrated experience and documented excellence in oral and written communications skills; includes active listening and critical thinking.
Strong interpersonal skills. Actively cooperates and supports the work of others. Ability to work productively with anyone regardless of background. Empathetic and aware of impact on others. Strong problem solving skills to assist learners and resolve issues.
Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to complete work and meet established deadlines in an accurate and timely manner, and to manage short and competing deadlines.
Thorough knowledge of educational software and platforms. Demonstrated ability to analyze and seek solutions to enhance the user experience.
Thorough knowledge of data management, documentation methods used in investigating and presenting findings about the program. Skills include statistical analysis of data across databases and systems.