Program Coordinator 1

Stanford University’s Department of Neurosurgery seeks a highly organized, collaborative, and service-oriented Program Coordinator 1 to provide administrative and operational support for its graduate medical education programs and student-services academic appointments. This role is central to advancing the department’s educational mission by helping ensure an outstanding experience for residents, fellows, students, visiting researchers, faculty, and program leadership.
 

The Program Coordinator will work closely with faculty, residents, fellows, students, visiting researchers, Graduate Medical Education (GME), and central university offices. The successful candidate will bring exceptional attention to detail, sound judgment, strong communication skills, and the ability to manage multiple priorities and deadlines in a fast-paced academic environment.
 

Proficiency in Microsoft Office Suite, including Excel and Word, is required. Familiarity with graduate medical education, academic appointments, residency-management systems, and Accreditation Council for Graduate Medical Education (ACGME) requirements is preferred. The ability to quickly learn and apply Stanford policies, systems, and processes is essential.
 

This is an excellent opportunity for an administrative professional who is energized by supporting trainees, researchers, and faculty while contributing to the clinical, educational, and research missions of a leading academic Neurosurgery department.

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.
• 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, http://adminguide.stanford.edu.

Student and Visiting Research Appointment Administration Duties*:

• Process Visiting Student Researcher and Undergraduate Visiting Research Intern appointments for the Department of Neurosurgery
• Partner with faculty sponsors to review eligibility and determine the appropriate appointment category for prospective visiting researchers and interns.
• Coordinate with central university offices to facilitate visiting appointments, ensuring that required documentation, approvals, and onboarding steps are completed accurately and on time.
• Process Graduate Student Assistantship appointments for Stanford master’s and doctoral students supporting Department of Neurosurgery research and academic activities.
• Provide backup support for postdoctoral scholar appointment administration, including assisting with appointment documentation, tracking, and coordination with faculty and central university offices

* - Other duties may also be assigned.

Core Duties:

• Review and evaluate applications for completeness; compilerecruitment information, distribute applications, notify applicants ofdecisions for interview.

• Compile reports using knowledge of residency software. Enter rankorder list, maintain residency matching, resident wish list.

• Maintain confidential resident/fellowship files and monitorrecords of resident/fellow attendance for all required educationalactivities, including conferences and other didacticexperiences.

• Track work hours, resident activities and schedules; Maintain,update and distribute resident rotation, vacation and leave schedules inelectronic systems. Verify trainees’ status and activities asneeded.

• Monitor and document the residency/clinical fellowship evaluationprocess.

• Communicate regularly with residents/fellows and facultyregarding the daily activities, such as conference and grand roundsannouncements.

• Provides administrative support to Program Director includingscheduling of student meetings, preparations of agenda, recording andmaintain meeting minutes, and development of reports.

• Assist with planning departmental annual events includingrecruitment, orientation, graduation, faculty retreats, as well asvarious meetings and program-related events.

• Order office supplies, complete resident reimbursements andperforms other duties as assigned.

Minimum Education andExperience

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

Knowledge, Skills and Abilities:

• Ability to work independently and to coordinate multipleassignments with fluctuating priorities.

• Agile and quick learner who can adapt easily to Stanford specificsoftware and clinically related software.

• Solid oral and written communication skills. Ability to work withall levels of faculty and staff, and handle diverse workload.

• Must have excellent customer service skills and ability to adaptto changing work environment.

• Proficient with Excel, Word and other applicationsrequired.

• Ability to learn, understand and apply Accreditation Council forGraduate Medical Education (ACGME) or other subspecialtiesguidelines