Description
Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.
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Entity: Clinical Practices of University of Pennsylvania
Department: Med Cardiology
Location:Perelman Center for Advanced Medicine-3400 Civic Center Blvd
Hours: Full Time
Summary:
The Fellowship Manager, under direction of the Associate Chief of Education and Program Directors is responsible for independently and accurately managing the daily divisional, operational, and financial management of the accredited/non-accredited fellowship training programs. The Fellowship Manager ensures that regulatory and accreditation standards are met, supports accreditation processes, including coordinating and actively participating in site visits, develops and maintains documentation, and provides guidance to program leaders, faculty, and staff. The individual is responsible for smooth flow of planning, preparation and execution of activities relating to fellow recruitment, education, training, and wellness. Fiscal oversight of the education program operational and GME/DOM FTE budgets. The Fellowship Manager will serve as a primary resource for all fellows in Cardiology as well as the teaching faculty as it relates to their educational responsibilities. The Fellowship Manager will continually assess and direct a wide range of programmatic issues developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external fellowship relations. The position is responsible for the oversight of Program Coordinators; hiring, training, supervising, and evaluating. The Fellowship Manager will provide defined administrative support to the Division fellowship programs in addition to performing other duties as assigned.
Must use initiative, professional judgment, and exercise discretion. Must be able to work independently under minimal supervision in a fast-paced professional academic environment with highly sensitive data. Ability to handle multiple tasks simultaneously and meet demanding deadlines. Ability to prioritize with excellent communication and organization skills is required. Advanced proficiency in Microsoft office suite (Outlook, Word, Excel, Teams and One Drive) is required. Hours of work need to be flexible based on the needs of the program and may change during certain times of the year based on the needs of the program.
Responsibilities:
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Independently manages the day‑to‑day activities and initiatives of the program while collaborating closely with the education team, the GME Office, subspecialty program directors, and departmental staff. Serves as the lead coordinator for the education team and acts as a primary liaison to the GME Office and subspecialty program directors to ensure effective communication and alignment across stakeholders. Oversees the operational and fiscal management of five accredited and five non‑accredited fellowship training programs with accuracy and autonomy and contributes to both short‑ and long‑term strategic planning aligned with programmatic and divisional priorities. Partners with Associate Chief of Education, Division Chief, Program Directors and the Associate Chief Administrative Officer to advance educational initiatives and actively advocates for the needs, development, and visibility of all fellowship programs.
- Serves as a primary liaison to internal and external offices on behalf of the fellowship programs, ensuring consistent communication and coordination across all stakeholders. Responsible for disseminating information to the Program Directors of ten programs as well as key divisional leaders, including the Associate Chief Administrative Officer, Division Chief, Senior Director of Operations, and Director of Nursing.
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Oversees the annual $1 million fellowship budget and roster for 61 fellows, including overseeing the allocation of internal and external financial resources. Handles bi‑weekly payroll submissions for 61 fellows in PennFor, processes additional pay requests, and prepares all required GME and DOM salary worksheets. Ensures program compliance by monitoring duty hours and maintaining accurate financial, payroll, and roster documentation throughout the fiscal year.
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Manages all administrative functions for 61 fellows across three training locations at the VA, HUP and PPMC throughout the duration of their fellowship. Responsibilities include planning and executing the annual recruitment process; coordinating onboarding activities in partnership with the GME Office, the VA, and Information Services; maintaining medical training licenses; organizing orientation schedules and required trainings for 62 fellows; building and maintaining 75 rotations in MedHub; queuing up 45 evaluations per month and ensuring full compliance with ACGME requirements.
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Directly supervises and manages the fellowship coordinators and administrators supporting the Cardiology Fellowship programs, comprising 2.5 direct reports in two locations. Responsibilities include appropriately delegating tasks, overseeing monthly in‑office scheduling to ensure adequate coverage, and providing guidance and direction related to each staff member’s professional development. Manages performance for all direct reports, approves time‑off requests, and completes both mid‑year and end‑of‑year evaluations.
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Other duties as assigned.
Credentials:
Education or Equivalent Experience:
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Bachelor of Arts or Science (Required)
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Education Specialization: Equivalent Experience:•And 5+ years Minimum of 5 to 10 years managerial experience, preferably in a health care setting.•Experience should include direct “line” management of 10+ physician office operations to ensure adequate experience base to accomplish position objectives•General knowledge of professional fee and hospital billing procedures, knowledge of JCAHO and OSHA requirements for ambulatory health care settings.
We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.
Live Your Life's Work
We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.
