Education Program Manager (Hybrid Opportunity)

Stanford University; Palo Alto (CA); Hybrid; USD 70,000 - 100,000; Full time

Job summary

Stanford University’s Division of Oncology seeks an Education Program Coordinator (ASA1) to manage and support the operations of the Hematology and Oncology clinical fellowship program, and to oversee post-doctoral affairs, visiting scholars, and CME programs. This hybrid role requires 2–3 on-site days weekly and close work with program directors and senior management.

You will prioritize tasks, ensure deadlines, and help shape policies to drive program success while coordinating with external

Responsibilities

• 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.

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.