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 to provide administrative and operational support primarily to our clinical fellowship program(s). Identify and resolve issues of limited scope within own work area using guidelines and standards. The Coordinator will work to ensure efficient administration of fellowship programs for identified divisions in the department. The incumbent will oversee recruitment process for fellowship programs including, but not limited to, collecting applications, serving as the first screener, distributing applications to faculty for review, organizing schedules/itineraries and other recruitment logistics. Works within an application and match database to prepare applications for review by the Program Director/s. Respond to all general inquiries applicants have regarding application and interviews. Responsibilities also include financial duties such as program related expenses, reimbursements for fellows, arranging travel, and catering expenses for events.

Duties include:

  • Review and evaluate applications for completeness; compile recruitment information, distribute applications, notify applicants of decisions for interview.
  • Maintain confidential resident/fellowship 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. Maintain and manage online system (MedHub) with case logs, schedules and work hours. Create fellows' block schedules for service rotations. Maintain and track fellow information in regulating agency systems such as ACGME WebADS, American Board of Anesthesiology and Freida for purposes of accreditation and board certification.
  • Complete verification forms and obtain appropriate Program Director approval for former trainees.
  • Monitor and document the residency/clinical fellowship evaluation process. Maintain and manage online system for evaluation purposes. Ensure that all fellows and faculty complete assigned evaluations.
  • Communicate regularly with residents/fellows and faculty regarding the daily activities, such as conference and grand rounds announcements.
  • Provides administrative support to Program Director including scheduling of student meetings, preparations of agenda, recording and maintain meeting minutes, and development of reports. Coordinate compilation of documents for orientation preparation. Liaison between Graduate Medical Education (GME) Office and incoming fellows to assure registration and systems compliance prior to start of fellowship.
  • Work with program directors to ensure successful execution of: semi-annual clinical competency committee meetings to: 1) discuss fellow performance, 2) annual program evaluation by program evaluation committee; and 3) review programs to assure compliance with ACGME regulations.
  • Assist with planning departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
  • Order office supplies, complete resident reimbursements and performs other duties as assigned. Complete routine financial transactions in support of the fellowship program using wellness, discretionary and fellowship funds e.g. reimbursements, payments for vendors, events, contracts, etc. Maintain website content related to the fellowship programs. May handle special projects as assigned.
    * - Other duties may also be assigned


  • 2+ years in an administrative program support role or prior fellowship/academic program coordination experience.
  • Excellent organizational, problem-solving, and time management skills.
  • Excellent written, oral, and interpersonal communication skills.
  • Exceptional attention to detail and accuracy.
  • Demonstrated ability to work collaboratively and effectively with individuals across different levels of the organization.
  • Passion for higher education, medical education, and healthcare.

  • Ability to work independently and to coordinate 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.
  • 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.

  • 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.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,


    Two year college degree and one year of relevant experience, or combination of education and relevant experience.

    * - 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.
    Additional Information


    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: 7/15/2019
    Application Due: 8/29/2019
    Work Type: