Education Program Manager

Stanford University School of Medicine; Palo Alto (CA); Hybrid; USD 90,000 - 130,000; Full time

Job summary

Stanford University School of Medicine seeks an Education Program Coordinator (ASA1) to manage and support the operations of the joint Hematology and Oncology clinical fellowship program. You will also handle post-doctoral affairs, visiting scholars and CME activities, coordinating with program directors and senior management to ensure timely deadlines.

This hybrid role requires 2-3 days on-site weekly, with responsibilities spanning budgeting, policy recommendations, and coordination across

Qualifications

• Bachelor’s degree and three years of relevant experience or equivalent combination.
• Strong organizational skills and ability to multi-task.
• Effective written and verbal communication skills.
• Experience coordinating complex programs or fellowships is a plus.

Responsibilities

• Manage, administer and support operations of the joint Hematology and Oncology clinical fellowship program.
• Oversee post-doctoral affairs, visiting scholars, conferences and CME programs.
• Ensure compliance with accreditation and GME requirements for curricula and training levels.
• Coordinate budgets and expenditure approvals; manage annual budget (~$3M).
• Supervise program staff and coordinate day-to-day activities and application processes.

Skills

Prioritization

Organization

Initiative

Written communication

Team collaboration

Education

Bachelor’s degree

Job description

The work of the Division of Oncology bridges the worlds of basic science, clinical diagnosis and the treatment of cancer. Our basic investigative activities concentrate on immunology, genetics/genomics, pharmacology, DNA repair and oncogene action. Our clinical science covers each cancer type; has a strong focus in clinical trials of new diagnostic and therapeutic approaches, and in correlative laboratory studies. Our work is supported by a portfolio of peer-reviewed grants, industrial agreements and research endowments.

The Division of Oncology at Stanford University is seeking an Education Program Coordinator (ASA1), to manage, administer and support the operations of the joint Hematology and Oncology clinical fellowship program. You will also manage post-doctoral affairs, visiting scholars, and conferences and CME Programs within the Division of Oncology. Working in close communications with the fellowship program directors and senior management you will make recommendations and formulate policies to ensure the success of the program(s). You will prioritize and assign program-related tasks to education program team members and ensure that important deadlines are communicated and met.

This is a hybrid position and will require 2-3 onsite days per week.

Fellowship Program Manager

• Independently implement, administer and evaluate day-to-day activities of residency/clinical fellowship program(s) by identifying and executing responsibilities, making recommendations that impact policies, programs and standards, and ensuring compliance and follow-up, as needed.
• Act as subject matter expert for the program to interpret and apply complex policies, procedures and program guidelines.
• Supervise the residency/clinical fellowship and faculty evaluation process by establishing and executing project plans, timelines, and objectives.
• Present analysis of programs and evaluations.
• Ensure compliance with accreditation, licensing board, professional association, ACGME requirements, GME Office requirements for the residency curriculum, goals and objectives for each level of training.
• Ensure interns are credentialed before starting any rotation.
• Establish relationships and act as a liaison to other hospitals, internal departments, and divisions regarding resident recruitment, orientation, annual program affiliation agreements, and external rotations.
• Manage the goals and objectives for fellows’ rotations through other clinics; recommend actions to be taken if goals are not being met.
• Prepare and administer annual fellowship budget (approx. $3M) from a variety of sources including: GME funds, grant funds, endowments, and gift funds.
• Monitor spending on associated accounts to prevent overdrafts.
• Approve expenditures, journals and GFS entries.
• Work with fellows and post-doctoral scholars to develop budgets for grant applications.
• Supervise Fellowship coordinator in the coordination of day-to-day program activities and annual application process.

Student Services

• Manage all postdoctoral affairs, students, and visiting researchers in the Division of Oncology.
• Advise students and postdoctoral fellows in all facets of student life (academic expectations, research situations, financial planning).
• Informs and advises faculty about university guidelines concerning visiting researchers, visiting scholars, graduate assistants, and research fellows. Resolves conflicts/misunderstandings between students/fellows and faculty, if necessary, serves as liaison with ombudsperson and/or Dean of Postdoctoral Affairs.
• Manages all financial aid, student records and allocation of salary or stipend in Graduate Financial System.
• Advise and manage visa process for all foreign students and postdoctoral fellows.
• Supervise post-doctoral coordinator in the submission and preparation of appointment materials, visa applications, and onboarding of new researchers and scholars.

CME Programs and Conferences

• Serve as the manager for all conferences and programs withing the Division of Oncology.
• Work with faculty members to develop program content and annual schedule.
• Manage continuing medical education (CME) application and renewals.
• Work to develop avenues for promoting conferences internally and externally.
• Develop annual conference calendar for the division.
• Create budgets and timelines for annual meetings and events.
• Work with external vendors on event coordination.
• Supervise conference coordinator and ensure announcements, attendance, and other meeting logistics are well managed.

Responsibilities

Core Duties

• Independently implement, administer and evaluate day-to-day activities of the unit, function or program by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program.
• Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
• Analyze and interpret policies; develop, revise and implement procedures for program or function.
• Represent the program or function as the key contact and subject matter expert within the department, unit or school. Commit resources and provide information and/or training. May also represent the program or function to external/internal stakeholders and constituencies.
• Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.
• May participate in development of budgets, monitor, and approve expenditures. May perform limited forecast and provide recommendations that determine the budget.
• May direct staff to perform various tasks and assignments. May also supervise staff.

Minimum Education and Experience

Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities

• Demonstrated ability to prioritize own work and multi-task.
• Demonstrated excellent organizational skills.
• Demonstrated ability to take initiative and ownership of projects.
• Ability to communicate effectively both orally and in writing.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Demonstrated experience working independently and as part of a team.
• Relevant subject matter knowledge.
• Ability to direct the work of others, for jobs requiring supervision.