Education Program Manager (Hybrid Opportunity)

Stanford University; Palo Alto (CA); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Stanford University’s Division of Oncology is seeking an Education Program Coordinator to manage the operations of the joint Hematology and Oncology clinical fellowship program. You will coordinate post‑doctoral affairs, visiting scholars, conferences and CME programs, working with program directors and senior management.

You will prioritize tasks, ensure deadlines are met, oversee budgeting (~$3M), and serve as liaison to hospitals and internal departments.

Qualifications

• Bachelor’s degree and three years of relevant experience.
• Experience managing residency/clinical fellowship programs.
• Ability to coordinate budgets and allocate resources.
• Strong communication and interpersonal skills.

Responsibilities

• Independently manage and evaluate day-to-day activities of residency/clinical fellowship programs.
• Serve as subject matter expert for program policies and guidelines.
• Oversee budget development and monitoring (approx. $3M) from multiple sources.
• Coordinate post-doctoral affairs, visiting scholars, and CME programs.
• Liaise with fellowship directors and senior management to ensure deadlines are met.
• Supervise program coordinators and fellowship coordination staff.

Skills

Program coordination

Budget management

Stakeholder communication

Policy interpretation

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 eligible position.

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-dayactivities of the unit, function or program by identifying and executingtasks and objectives, making recommendations that impact policies andprograms, and assigning resources to achieve the goals of theprogram.

• Collect and analyze data, create reports, review and explaintrends; formulate and evaluate alternative solutions and/orrecommendations to achieve the goals of the program orfunction.

• Analyze and interpret policies; develop, revise and implementprocedures for program or function.

• Represent the program or function as the key contact and subjectmatter expert within the department, unit or school. Commit resourcesand provide information and/or training. May also represent the programor function to external/internal stakeholders andconstituencies.

• Organize and/or participate in outreach activities that mayinclude developing communications and training, planning/promotingevents and/or conferences.

• May participate in development of budgets, monitor, and approveexpenditures. May perform limited forecasting and providerecommendations that determine the budget.

• May direct staff to perform various tasks and assignments. Mayalso supervise staff.

Minimum Education andExperience

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

Knowledge, Skills and Abilities:

• Demonstrated ability to prioritize own work andmulti-task.

• Demonstrated excellent organizational skills.

• Demonstrated ability to take initiative and ownership ofprojects.

• Ability to communicate effectively both orally and inwriting.

• Ability to routinely and independently exercise sound judgment inmaking decisions.

• Demonstrated experience working independently and as part of ateam.

• Relevant subject matter knowledge.

• Ability to direct the work of others, for jobs requiringsupervision.