Job Description

The Program Coordinator provides essential support for all activities related to the ACGME-accredited Allergy Fellowship Program and the AAFPRS-accredited Facial Plastic and Reconstructive Surgery Fellowship Program. This role ensures smooth operations of both programs, maintains compliance with accreditation standards, and leads preparations for accreditation site visits. The coordinator also manages the full spectrum of the fellowship recruitment process including application review, interview coordination, the match process, and onboarding while serving as a key point of contact between faculty, fellows and external stakeholders.

In addition, the coordinator oversees the faculty Promotion and Tenure (P&T) processes in collaboration with the Faculty Affairs Coordinator and Chair of the P&T Committee. Key responsibilities include providing guidance for faculty related to dossier preparation, documenting promotion and tenure meetings, collecting and documenting eligible faculty meeting votes conducted via Qualtrics, and compiling supporting materials. This role works closely with the departments Procedures Oversight Designee (POD) related to all of their oversight responsibilities. The coordinator acts as a liaison to the College of Medicine Faculty Affairs Office for processing all departmental promotion requests, mandatory Clinical and Research Faculty reappointments and 4th and 8th Year Tenure Track mandatory reviews. Additionally, the coordinator prepares formal correspondence on behalf of the departments P&T Chair and Department Chair, including distribution and tracking of external evaluator letters. The coordinator maintains the departments Appointments, Promotion and Tenure (APT) document, including creating and maintaining the most current versions of individual P&T criteria and P&T worksheets by track, rank and pathway based on the APT document. Serves as our departments primary resource for the current dossier system required by the University. The coordinator supports the annual faculty review process by calculating and reporting annual teaching scores for inclusion in faculty review letters and compiling data for the P&T worksheets.

This role also supports the Education Coordinator in faculty recruitment by assisting with the coordination of interview logistics, such as scheduling interviews with key faculty, preparing itineraries and escorting candidates during their visit to ensure a smooth and welcoming experience.

The Education Program Coordinator also contributes to the departments communications strategy by developing and distributing content that showcases departmental programs, faculty and resident accomplishments, and events. These efforts help enhance national visibility while ensuring all materials align with institutional branding and messaging standards.

Required Qualifications

A bachelors degree in a relevant field or an equivalent combination of education and experience is required. Candidates must have experience in program planning and administration, preferably within an academic setting related to undergraduate or graduate medical education. Proficiency in Microsoft Word, Excel, and PowerPoint is preferred, along with familiarity with web-based software applications for managing information. Strong knowledge of evaluation, assessment, and data management is highly desirable. Additionally, successful completion of a background check is required, and qualified candidates may be asked to complete a pre-employment physical, including a drug screening.