Residency & Fellowship Program Coordinator 1

Job description

Residency & Fellowship Program Coordinator 1

Stanford University

Job Number:

The Department of Anesthesiology, Perioperative & Pain Medicine at Stanford University is seeking a Residency/Fellowship Program Coordinator 1 who will be under minimal supervision to provide administrative and operational support to the residency programs. Identify and resolve issues of limited scope within own work area using guidelines and standards. The Coordinator will work with the Educational Programs team to ensure efficient running of the office and educational programs. The incumbent will oversee oral exams, OSCE exams, provide primary support to the Education Committee and to the internship year program. Financial duties include handling expenses related to the program, reimbursements for resident's travel, catering and various resident meetings and events.

Duties Include:

  • Review and evaluate applications for completeness and qualifications to continue through the process; compile recruitment information, distribute applications for review by Selection Committee.
  • Maintain confidential resident files and monitor records of resident/fellow attendance for all required educational activities, including conferences and other didactic experiences.
  • Track work hours, resident activities and schedules; Maintain, update and distribute resident rotation, vacation and leave schedules in electronic systems. Verify trainees' status and activities as needed. Enter and maintain rotation and vacations schedules in MedHub.
  • Communicate regularly with residents regarding work hour and portfolio entries.
  • Provides administrative support to Education Committee including scheduling of meetings, preparations of agenda, recording and maintaining meeting minutes, and development of reports.
  • Assist with planning departmental annual events including recruitment, orientation, graduation, as well as various meetings and program-related events. Manage, coordinate and provide support for residency workshops (TEE, OSCE, etc.)—approximately 8 per year; communicate with speakers, secure lecture space, catering, producing handouts, and course evaluations.
  • Order office supplies, complete resident reimbursements and performs other duties as assigned. Process PCard and TCard transactions; process reimbursements such as resident education expenses, association dues, costs for resident events and resident travel to present at conferences.
  • Provide Administrative oversight and coordination to the categorical internship program and their anesthesiology rotations. Collect and record the quarterly and final summative internship evaluations; report any performance issues to the associate program director and program director.
  • Additional Residency Support: Annual In-Training Exam Support, monitor program website information for additions and updates, new resident orientation program. Orientation includes ordering bags and books, catering, scheduling rooms, photographer, speakers and month-long lecture series.
*Other duties may also be assigned.
Desired Qualifications:
  • Four-year college degree.
  • Stanford experience, particularly related to postdoc policies/procedures.
Education & Experience (Required):
  • Two year college degree and one year of relevant experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities (Required):
  • Ability to work independently and to multiple assignments with fluctuating priorities.
  • Agile and quick learner who can adapt easily to Stanford specific software and clinically related software.
  • Solid oral and written communication skills. Ability to work with all levels of faculty and staff, and handle diverse workload.
  • Must have excellent customer service skills and ability to adapt to changing work environment.
  • Proficient with Excel, Word and other applications required.
  • Ability to learn, understand and apply Accreditation Council for Graduate Medical Education (ACGME) or other subspecialties guidelines
Physical Requirements:
  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Rarely twist/bend/stoop/squat, kneel/crawl.
*Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

Work Standards:
  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
Additional Information
  • Schedule: Full-time
  • Job Code: 4536
  • Employee Status: Regular
  • Grade: F
  • Requisition ID: 83039


Location: School of Medicine, Stanford, California, United States
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link:

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

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Job No:
Posted: 5/9/2019
Application Due: 7/9/2019
Work Type: