Fellowship Program Assistant

Job Description The Fellowship Program Assistant supports the administration of graduate medical education (GME) fellowship programs within the Department of Medicine. Working closely with program leadership and education staff, this role helps ensure the smooth day-to-day operation of fellowship programs by coordinating program logistics, maintaining program data and documentation, and supporting trainees throughout their training experience. This position offers broad exposure to academic medicine and graduate medical education administration. The Fellowship Program Assistant plays an important role in coordinating educational events, supporting trainee onboarding and employment processes, maintaining program records, and monitoring key compliance activities. The role also provides opportunities to contribute to program operations through event planning, process coordination, and project support. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple tasks and timelines. Strong communication and interpersonal skills are essential, as the role regularly interacts with faculty, fellows, and institutional partners. Candidates who enjoy coordinating events, managing logistics, maintaining accurate records, and supporting complex programs will thrive in this environment. This position is well suited for individuals interested in building a career in higher education administration, healthcare administration, or graduate medical education, and serves as a strong foundation for advancement into roles with increasing responsibility within the field. Key Qualities For Success In This Role Strong organizational skills and attention to detail Ability to coordinate logistics and plan events across multiple stakeholders Project management and task-tracking skills Clear and professional written and verbal communication Ability to manage multiple priorities and deadlines Comfort working with data, documentation, and administrative systems Interest in learning about academic medicine and graduate medical education Responsibilities 10% - Provides ongoing support to fellows throughout their appointment. Ensure duty hour reporting is completed accurately and on time, which may require regular reminders to fellows and monitoring of compliance reports as required by the GME Office. Works with faculty and fellows to ensure required online evaluations are completed in a timely manner to meet compliance requirements. Supports tracking of vacation requests and fellow schedules using systems such as MedHub, QGenda, or AMION. May assist with conference scheduling reminders and uploading recorded didactics or educational materials to shared program folders. 15% - Maintains program files and data, which may include individual learner files and program accreditation documentation in accordance with relevant regulatory and University policies. Uses required fellowship systems to provide support to fellows and program directors (e.g., ERAS, MedHub, AMION, QGenda, Box, etc.). - Processes routine documentation and requests, which may include trainee verifications, jury duty letters, and maintenance of program documentation stored in shared systems. 10% - 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. 30% - Assists with logistics and coordination for program social events and educational activities (in-person and virtual settings), which may include recruitment and interview days, orientation, graduation, conferences, and other program activities. Responsibilities may include coordinating room reservations, ordering food or supplies, contacting vendors, and providing event support as needed. 35% - Assists program management with operational components specific to the employment of learners, which may include assisting with trainee reimbursements, relocation documentation, meal card coordination, funding schedule tracking, moonlighting or one-time payments, and other administrative processes supporting fellowship program operations. Qualifications Required Qualification: Bachelor's degree in related area and /or equivalent experience/training Basic knowledge of administrative analysis and operations research. Acquiring skills in developing and implementing processes and systems. Familiarity with the administrative and operational implications in a program. Communication skills; includes verbal, written and active listening. Service oriented and responsive to questions and requests. Ability to interact in a professional, resourceful, and courteous manner. Demonstrated interpersonal skills. Demonstrated ability to develop working relationships within department and with learners. Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to work with extremely complex faculty calendars / schedules requires extremely well organized and detail oriented precision. Knowledge of educational technology and systems. Ability to troubleshoot and triages related technology issues. Investigative, data analysis, and reporting skills. Ability to generate computer reports, checking for errors, correcting and submitting accurate reports. Skills include entering, maintaining, extracting, and analyzing data in electronic systems. Willingness to adopt AI tools to improve workflow efficiency. Preferred Qualification Event planning experience. 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: #J-18808-Ljbffr UCSF Health, AG