The Anatomy of a Compelling Applicant: How to Best Prepare Students for Fellowships Tuesday, September 22, 2015

Agenda Topic Speaker

Introduction Andrew Garman Professor, Rush University & CEO, National Center for Healthcare Leadership

Trinity Health D’Anne Carpenter Director, Talent Development

Holy Family Memorial Laura Fielding Administrative Director, Organizational Development

UCSF Medical Center Frances Flannery Administrative Director & Administrative Fellowship Program Director

Cleveland Clinic Gina Cronin Executive Director, Global Leadership & Learning Institute

Questions & Answers

Pursuing a member-driven agenda for continuously improving early-career development opportunities for our next generation of healthcare leaders Current members • 32 graduate programs • 56 health systems

Current activities • Developed / implemented “Code of Good Practice,”

articulating basic expectations for applicants, graduate programs, and fellowship sites

• Developing a clearinghouse for sites and applicants who may not match during the normal recruiting cycle

• Pursuing development of a centralized application service

©2014 Trinity Health. All Rights Reserved. 4

Trinity Health - Presenter

©2015 Trinity Health - Livonia, MI 4

D’Anne Carpenter

Graduate School:

Northwestern University

Undergrad:

University of Texas, Austin

Current Position:

Executive Director,

Talent Development

Location:

Trinity Health, Livonia, Michigan

Number of 2016 Fellowship Opportunities system wide :

16-19

Hospitals* in 21 Regional

Health Ministries** +

3 National Health

Ministries + 5 Mission

Health Ministries

86

Home Health &

Hospice Agencies

Serving 118 Counties

51

Continuing Care Facilities 61

Employed Physicians

3,600

PACE Center Locations 14

Affiliated Physicians

22,900

Other Continuing Care Facility

Employed Physicians

Affiliated Physicians

Hospital

Home Care Agency

PACE Center

of all babies in America are

delivered at Trinity Health facilities 1.5%

Note: Home Care & Physician coverage based on communities served.

* Owned, managed or in JOAs or JVs.

* *Operations are organized into Regional Health Ministries ("RHMs"), each an operating

division which maintains a governing body with managerial oversight subject to authorities. 5 ©2015 Trinity Health - Livonia, MI

Our 21-State Diversified Network

Our Mission Drives Our Vision and Strategy

©2015 Trinity Health - Livonia, MI 6

• We, Trinity Health, serve together in the spirit of the Gospel as a compassionate and transforming healing presence within our communities.

Our Core Values

Reverence

Commitment

to those who

are poor Justice Stewardship Integrity

©2014 Trinity Health. All Rights Reserved. 7

Trinity Health - Key Fellowship Program Attributes

©2015 Trinity Health - Livonia, MI 7

• Senior level leader Primary and Secondary Preceptors

• Formal learning opportunities provided throughout the year

• One year project-based experience

• Fellowship Plans tailored to Fellows’ interests

• System and local fellowship opportunities across the continuum

• Our intention is retention!

• Significant exposure to both local and system senior leadership and governance

• Week long orientation at the system office

©2014 Trinity Health. All Rights Reserved. 8

Criteria for Screening Fellowship Program Applicants

©2015 Trinity Health - Livonia, MI 8

• Awareness of and appreciation for Trinity Health’s faith-based status

Mission and Core Values Alignment

• Ability to clearly and succinctly communicate in personal statement

Strong Writing Skills

• Internships and/or volunteer experiences that demonstrate applicant’s interest and knowledge of the health care delivery environment beyond the classroom

Relevant Work and/or Volunteer Experience

• Transcripts that verify strong performance in a variety of course content at Universities

Solid Academic Foundation

• Opportunity to identify and build upon your strengths and weaknesses.

Knowledgeable References

• Goal of retention after Fellowship

Unique Attributes and/or life experiences

©2014 Trinity Health. All Rights Reserved. 9

Essential Behaviors for Fellowship Success

©2015 Trinity Health - Livonia, MI 9

What key characteristics, leadership competencies, or work experiences are

unique to successful applicants and successful fellows?

• Works well in a team

• Maintains a conscious balance between work and personal life so that one doesn’t dominate the other

• Is Mission-Centered

• Communicates openly, honestly, respectfully and directly

• Builds relationships

• Takes initiative

• Has the functional and technical knowledge/ skills to do the job at a high level of accomplishment

• Follows through on commitments. Keeps appropriate stakeholders informed of progress. Completes work within established timeframes.

©2014 Trinity Health. All Rights Reserved. 10

Graduate Program Preparation

©2015 Trinity Health - Livonia, MI 10

What can graduate programs do to prepare students to hit the ground running for this next role?

• Support students in finding relevant summer internships and/or volunteer experiences

• Coach students to request recommendations from faculty and/or employers who know them well

• Build students’ competencies related to communication (verbal and written) and presentation skills, including “presence”

• Coach students to learn about the organization(s) to which they are applying

• Include Change Leadership/Change Followership, Innovation & Risk Taking, and Dealing with Ambiguity/Rapidly Changing Priorities in Curriculum/Case Studies, etc.

Inspired Caring Copyright © 2013 Holy Family Memorial. All rights

reserved.

Independent, Single Market, Tightly Integrated System

• Laboratory for integration, improvement (LEAN) & innovation

• Physicians: 90 provider employed multispecialty group

• Hospital: Orthopedics, OB, Interventional Heart Center, Cancer

• 1,500 employees and volunteers - average tenure 15+ years

• Community grounded & focused, Faith-based organization

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Laura Fielding, FACHE, Administrative Director – Organizational Development & Support

Services, has been in a professional and/or leadership position for 25

years. She has extensive health care human resources, leadership and employee

development and culture shaping experience. Laura has presented at numerous local,

state and national events. Contact me at lfielding@hfmhealth.org.

Holy Family Memorial

Inspired Caring Copyright © 2013 Holy Family Memorial. All rights

reserved.

Holy Family Memorial

12

What HFM is Looking for in a Fellow:

• Diverse background

• Enthusiasm for learning

• Demonstrated curiosity to learn about a Provider

environment in a fully integrated system

• Interested in committing 3 – 5 years to HFM as a

leader in our organization

Inspired Caring Copyright © 2013 Holy Family Memorial. All rights

reserved.

Holy Family Memorial

13

Successful Key Characteristics, Leader Competencies or Work Experiences:

• Self starter

• Exceptional Emotional Intelligence

• Critical thinker

• Curiosity

• Open mindedness

• Eager to engage • Significant life & work experience that offers foundation for

self awareness

Inspired Caring Copyright © 2013 Holy Family Memorial. All rights

reserved.

Holy Family Memorial

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How Grad Programs Can Prepare Students to Hit the

Ground Running:

• Communication & presentation skills

• Process improvement awareness

• Self Awareness

More on HFM’s Fellowship:

www.hfmhealth.org/administrative-fellowship

UCSF Health

UCSF Health

UCSF Medical

Center

Adult / BCH-SF

Cancer

Langley Porter

Psychiatric

Hospital and

Clinics

Benioff

Children’s

Physicians

UCSF Faculty

Practice

Benioff Children's

Hospital Oakland

(BCH-O)

BayHealth

LLC

(JV)

Bay Area

Accountable

Care Network

(BAACN)

15

UCSF Medical Center & UCSF Benioff Children’s Hospitals

• 720 licensed beds / 899,000 outpatient visits – 120 clinics • Regional tertiary and quaternary referral center • UCSF Benioff Children’s Hospital, now affiliated with Children’s Hospital & Research

Center, Oakland – additional 240 beds, and 250,000 visits • UCSF Medical Center and UCSF Benioff Children’s Hospitals consistently rank among the

best in the country, according to the latest U.S. News & World Report • Learn more at: http://www.ucsfhealth.org/

Frances Flannery is a Health Care professional with over 16 years of experience and has been with UCSF Medical Center since 1998, managing the fellowship program since 2010. Frances is originally from a small town in Ireland, spent a couple of years in the hotel industry in Switzerland, and moved to the U.S. in 1993. She has a BA, Business – Hotel & Catering Management; Postgraduate Diploma, Marketing. She also has two kids that keep her very busy between volleyball, school activities and cub scouts.

Our Mission, Vision and Values Mission: Caring, Healing, Teaching and Discovering.

Vision: to be the best provider of health care services, the best place to work and the best environment for teaching and research.

Values: our guide to the individual and organizational behavior we expect - embodied in the acronym PRIDE:

P for Professionalism, how we conduct ourselves and our business R for Respect for our patients, families, ourselves and each other I for Integrity, always doing the honest, right thing D for Diversity, understanding and embracing the diverse beliefs, needs and expectations of our patients, community and employees E for Excellence, what we strive for in everything we do

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Two-Year Administrative Fellowship Program Program Components

Year 1: Orientation, Projects, Committee Meetings, Senior Leadership Meetings, Tours and Shadowing, Lunch ‘n Learns, Interviews, Administrator On-Call, Lean Certification, Presentation to Senior Leadership

Year 2: Rotation through key areas of Hospital Operations - Fellows have the opportunity to rotate through various departments within the medical center and clinics. 6-8 months of the second year is spent serving as an interim manager of a department that is selected based on institutional need and the fellow’s goals and skills.

http://jobs.ucsfmedicalcenter.org/admin-fellowship.html

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What are fellowship programs looking for in student applicants?

Academic excellence: strong GPA, challenging coursework

Professional presentation

Work experience: generally 2-3+ years

Direction: A clear story

Passion/Enthusiasm: Why healthcare?

Demonstrated Skillset: strong writing, analytical thinking, problem solving

Industry Insight

Creativity

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Key characteristics

Our fellowship is comparably unstructured, so we look for applicants who are highly self-motivated and pro-active vs. reactive, and able to work through ambiguity

Ability to thrive in a heterogeneous work environment and build consensus among varied stakeholders

Empathy

19

What can graduate programs do to prepare students

Recruiting Preparation: assist students in resume and cover letter review as well as interview preparation. Connect students with alumni in the field for informational interviews.

Communication Skills: Strong communication skills are essential. Work with students inside and outside the classroom on clear and concise business writing, effective presentation design and delivery.

College and graduate school can afford students the opportunity both to participate in self-managed teams and/or to a lead a team of peers; these are often valuable and challenging experiences highly applicable to a work environment

Ability to give and to receive constructive feedback

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Speaker Biography

Gina Cronin

Cleveland Clinic – Institute Administrator, Heart & Vascular

– Senior Director Clinical Affairs for Development

– Program Director, Administrative Fellowship

– Administrative Fellow

MHA, University of North Carolina at Chapel Hill

Bachelors, University of Michigan

Cleveland Clinic Health System

• 44,616 Employees

• Over $4.8 Billion Operating Revenue YTD

• Northeast Ohio

8 Community Hospitals

18 Family Health Centers

• Florida

• Canada

• Las Vegas

• United Arab Emirates

Interview Day - The Perfect Match

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Dual Purpose for Interview

• Organization fit with Fellow

• Fellow Fit to Organization

The Perfect Match

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Unique Insider’s Peak Opportunity

• Culture

• Leaders

• Challenges

How your students should prepare for

interview? • Success examples with specific skills

• Know your “story”

• Be able to speak of failure

• Speak knowledgeably of internship work product

• Be ready for one-on-one, group, and panel

• Direct question, case study, and behavioral-based

Sample Interview Questions Why are you interested in this fellowship?

Tell me about a time you demonstrated leadership.

Tell us an example of your teamwork.

Has there ever been a time in school or your internship when you didn’t

agree with a colleague? What did you do?

What do you want to do after the fellowship?

What do you like to do for fun?

How many hot dogs are sold in Chicago each year? (random analytical?)

Tips for Success

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• Research the organization

• Be engaged and energized

• Treat your competition like colleagues

• You are always ‘on’

Decision: Objective and Subjective

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Interview Day Takeaways

• Be Authentic

• Engage and Enjoy the Day

• Positive Energy

Interview Day Takeaways

30

• Be Authentic

• Engage and Enjoy the Day

• Positive Energy

• Close the Deal

What Makes a Successful Fellow

The Fellow Opportunity

32

VS.

Competencies for Growth

Adaptability

Communication

Decision Making

Initiative

Managing Work

Teamwork

Work Standards

• Assess and Feedback

• Adjust Projects to Develop

Competencies

33

Successful Fellow

34

1. Immerse Thyself - Proactively seek opportunities, Stretch into new skills,

Gain diverse exposures

2. Communicate…and Communicate More - #1 Derailer, Determine how

with sponsor, Emails, face-to-face, frequency, Power in connecting ‘live’

3. Go Find Mentors - More than 1, Formal and informal, Rewarding for both

parties

4. Get Feedback - Formal within fellowship, Project sponsors and mentors,

Immediate, “Was there anything I could have done different?”

5. Deliver on Work - Need initiative: meetings, projects, Go beyond what is

asked, Ensure quality high

Fellowship Builds Leaders

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• Once in a Career Opportunity

• Mentors and Feedback

• Growth Environment

• Safe to Fail

• Incredible insights into complex organizations

Thank You!