Lead Fellowship Coordinator- Department of Surgery

Fellowship Program:

• Interpret and implement ACGME, institutional, and program requirements; prepare accreditation documents and annual reports.
• Manage daily operations, budgets, resources, and fellow files from recruitment through graduation; maintain alumni records.
• Maintain and update New Innovations system (personnel data, duty hours, evaluations, rotation schedules, etc.).
• Coordinate applicant recruitment, onboarding, orientation, and events (retreats, graduation, etc.).
• Serve as liaison with faculty, hospital staff, and external agencies; support mentorship programs; act on behalf of Program Director when needed.
• Prepare program manuals, promotional materials, and affiliation agreements; handle training verifications and visa processing.
• Serve as point of contact for high-level inquiries relating to education programs, handling matters with confidentiality and diplomacy.

Operational activities for the Division of Surgical Oncology:

• Provide high-level administrative support to Surgical Oncology faculty, including calendar management, meeting coordination, and travel arrangements.
• Ensure timely submission of documents and materials to meet departmental and institutional deadlines (e.g., Banner, UArizona systems).
• Coordinate and support communication across the division to maintain alignment with university procedures and requirements.
• Assist in resolving day-to-day administrative challenges by evaluating options and providing guidance based on established university and department policies.
• Serve as a point of contact for internal and external stakeholders regarding scheduling, documentation, and general operational support.
• Support academic and clinical initiatives through effective communication, organization, and documentation.
• Coordinate physician and fellow availability for assigned call schedules; create and distribute call schedules to physicians, hospital staff and residents; enter call schedule into QGenda.
• Coordinate tumor board meetings, and other special projects as assigned.

Financial Oversight & Budget Management:

• Manage the fellowships budget in coordination with the Program Director and business office.
• Track expenditures, fellow stipends, travel, training funds, and reimbursements.
• Assist faculty and fellows with travel authorizations, purchasing, and expense reimbursements.

Knowledge, Skills & Abilities:

• Proficiency in Microsoft Excel, Word and Office.