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Residency/Fellowship Program Coordinator 1

Stanford University

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Residency/Fellowship Program Coordinator 1
School of Medicine, Stanford, California, United States

Schedule: Full-time
Job Code: 4536
Employee Status: Regular
Grade: F
Requisition ID: 93916

The Department of Psychiatry & Behavioral Sciences at Stanford University is seeking a Residency/Fellowship Program Coordinator 1 to provide administrative and operational support to the Adult Psychiatry Fellowship Programs. Working under general supervision in a dynamic, collaborative and supportive environment, the Residency/Fellowship Program Coordinator would be expected to communicate regularly with fellows and faculty, maintain confidential fellowship files, monitor records of fellow attendance for all required educational activities, performance evaluations, conferences and other didactic experiences, communicate with internal and external speakers regarding the Department of Psychiatry & Behavioral Sciences Grand Rounds schedule planning and event coordination, as well as perform general administrative tasks including scheduling, preparing agendas, ordering office supplies, and processing reimbursements.

Duties include:

  • Coordinate the Adult Psychiatry Fellowships application process and interviews; compile recruitment information, distribute applications, and notify applicants of decisions for interview.
  • Scheduling weekly didactic sessions for Adult Psychiatry Fellowship programs as instructed by each program director.
  • Coordinate the Department of Psychiatry & Behavioral Sciences Grand Rounds series schedule planning; communicate with internal and external Grand Rounds speakers.
  • Maintain confidential fellowship files and monitor records of fellow attendance for all required educational activities, including conferences and other didactic experiences.
  • Track work hours, fellow activities and schedules; Maintain, update and distribute fellow rotation, vacation and leave schedules in electronic systems. Verify trainees' status and activities as needed.
  • Communicate regularly with fellows and faculty regarding the daily activities, such as conference and grand rounds announcements.
  • Monitor and document the Adult Psychiatry Fellowships evaluation process.
  • Assist with planning departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
  • Provides administrative support to Medical Education Team and Adult Psychiatry Fellowships Leadership including scheduling of meetings, preparations of agenda, recording and maintain meeting minutes, and development of reports.
  • Order office supplies, complete resident reimbursements and performs other duties as assigned.
    * - Other duties may also be assigned

  • Bachelor's degree and 2 years of administrative experience preferred
  • Strong communication skills to clearly and effectively communicate information to internal and external audiences, fellows, faculty, and leadership.
  • Demonstrated consistent accuracy and attention to detail while maintaining a very high level of productivity.
  • Prior administrative experience working experience at Stanford University and/or in higher education strongly preferred.


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

  • Strong verbal and written communication skills.
  • Excellent organizational skills and attention to detail.
  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing projects.
  • Ability to work independently and to coordinate multiple assignments with fluctuating priorities.
  • Ability to work with all levels of faculty, fellows, and staff, and handle diverse workload.
  • Ability to prioritize and multi-task.
  • Excellent customer service and interpersonal skills.
  • 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.

    * - 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.

    ** - COVID VACCINE COMPLIANCE: Stanford University requires all faculty, staff, postdocs, and students to be fully vaccinated for COVID-19. If you are offered and accept a position with the Department of Psychiatry and Behavioral Sciences, proof of vaccination documentation must be provided upon hire and all members of the department are expected to comply with all appropriate safety protocols.

    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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  • Organization

    Change the world. And yourself.

    Stanford University has changed the world, over and over again.

    We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career. 

    At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment.

    Stanford Facts at a Glance

    Opened 1891

    Student Enrollment

    • Undergraduates: 6,980
    • Graduates: 8,897


    • 8,180 contiguous acres in six governmental jurisdictions
    • Nearly 700 major buildings
    • 97% of undergraduates live on campus


    • 5,300 externally sponsored projects
    • $1.33 billion total budget


    • 2,043 faculty members
    • 21 Nobel laureates are currently members of the Stanford community
    • 5:1 student to faculty ratio

    Stanford University is an Equal Employment Opportunity and Affirmative Action Employer and is committed to recruiting and hiring qualified women, minorities, protected veterans and persons with disabilities.

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