Education Coordinator or Administrator

The Rector & Visitors of the University of Virginia; Charlottesville (VA); Hybrid; USD 50,000 - 70,000; Full time

Job summary

The Rector & Visitors of the University of Virginia seek a Medical Education Coordinator or Administrator to support the Adult Neurology Residency Program in Charlottesville. The role includes planning, scheduling, credentialing, and coordinating with faculty, residents, and program directors.

The position offers a hybrid work arrangement with on-site duties and travel as needed; responsibilities span ERAS coordination, records maintenance, budgeting support, and ensuring accreditation

Qualifications

• High school diploma or GED required.
• 1+ year of relevant experience for Coordinator level; 3+ years for Administrator level.
• Bachelor's degree preferred; experience in medical education or residency programs is a plus.

Responsibilities

• Enter schedules for faculty/trainees; monitor duty hours and run reports.
• Maintain files according to ACGME regulations.
• Manage ERAS application process during recruitment; arrange interview days and issue letters to new hires.
• Assist with credentialing, interviews, evaluations, and meeting preparation.
• Prepare travel reimbursements for trainee travel and expenses.
• Oversee accreditation documentation, evaluations, and portfolios.

Education

High school diploma/GED

Bachelor degree

Job description

The Department of Neurology at the University of Virginia (UVA) School of Medicine seeks applicants for a Medical Education Coordinator or Medical Education Administrator role. Selection at the Coordinator or Administrator level will be commensurate on education and experience. This position will serve as the Adult Neurology Residency Program Coordinator.

Medical Education Program Coordinators participate in the planning, preparation, and implementation of programs, daily operations, orientation, workshops and educational activities for CME, and graduate and/or undergraduate medical education. They develop materials, coordinate calendars, interact with educational program participants, and ensure compliance with relevant national organizations to maintain high standards of the programs they provide support. Much of the day-to-day work is performed independently but assignments and direction will also be given by the Medical Education Manager and Program Directors.

Medical Education Administrators have oversight of all aspects of a large education program or multiple programs. They are responsible for similar duties as Medical Education Program Coordinators, however, their programs are larger and as a result they operate with additional authority, independence, or level of complexity. Medical Education Programs Administrators function as a liaison between students, administration, and program directors and are responsible for recruitment, records maintenance, communications, adherence to accreditation requirements, and curriculum support. They serve as subject matter experts in the field medical education, with responsibility for recruitment, training, performance, compliance credentialing, accreditation, program agreements and reporting processes.

Responsibilities Include

• Enter schedules for faculty/trainees; monitor duty hours and run report for semi-annual reviews.
• Maintain files according to Accredited Council for Graduate Medical Education (ACGME) regulations.
• Manage Electronic Residency Application Service (ERAS) application process during recruitment, schedule and arrange interview days, enter match data, complete and mail offer letters to new hires.
• Assist with credentialing, interviewing, evaluations, and meeting preparation.
• Prepare pre-approvals and submit travel reimbursements for trainee travel and other expenses.
• Attend monthly coordinator meetings to stay current with ACGME and other requirements.
• Maintain the resident handbook annually to include changes in policy.
• Communicate new Graduate Medical Education (GME) policies as needed to faculty/trainees.
• Key metric data on trainee evaluations and grading requirements including compiling performing basic analyses and summarizing results.
• Assist with development of a detailed annual budget for GME trainee expenses. Evaluate requests and determine spending appropriateness as per budget guidelines.
• Maintain oversight of all accreditation documentation, evaluations, verifications, and portfolios.
• Oversee, coordinate, and provide summaries of the data compilation for trainee evaluations.
• Summarize and distribute information required for Faculty and Resident Awards.
• In addition to the above job responsibilities, other duties may be assigned to support changing business needs.

Minimum Requirements for the Medical Education Coordinator Level

• Education: High school diploma/GED
• Experience: 1+ year relevant experience required.

Minimum Requirements for the Medical Education Administrator Level

• Education: High school diploma/GED.
• Experience: 3+ years relevant professional experience required.

Preferred Education for both positions

• Bachelor degree

Physical Demands

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

Salary Range

Salary will be commensurate with education and experience.

Exemption Status

This is a non-exempt-level, benefited position. Learn more about UVA benefits.

Work Arrangement

This position is based in Charlottesville, VA, and is eligible for a hybrid schedule of 3 days on Grounds per week, with additional on-site presence as needed, in accordance with UVA's remote work guidelines.

About UVA and the Community

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Application Timeline

Application review will begin after October 20th.

Background Check

Background checkswill be conducted on all new hires prior to employment.

Visa Sponsorship

This position will not consider candidates who require immigration sponsorship now or in the future.

Department Contact

For questions about the position, please contact Katie Christie at [e-mail].

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment.