Residency/Fellowship Program Coordinator 3

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

Job summary

Stanford University School of Medicine’s Dermatology Department seeks a Residency/Fellowship Program Coordinator 3 to oversee program management and administration of clinical educational programs, including residency, clinical fellowship, and medical student programs.

The Education Program Manager will partner with department leaders to plan the educational mission, develop procedures, and ensure consistent processes in a fast-paced environment.

Qualifications

• Excellent knowledge of processes and accreditation requirements across AAMC, ERAS, ACGME, and ABD; able to oversee all related processes.
• Ability to conceptualize and implement long-term strategies to enhance programs and foster collaboration with faculty, residents, fellows, students, and staff.
• Anticipate issues and develop proactive solutions beyond day-to-day operations.
• Continuous process improvement mindset to streamline workflows and leverage new technologies.
• Ability to work independently and coordinate multiple assignments with fluctuating priorities.
• Strong organizational and analytical abilities for a diverse workload.
• Basic knowledge of budgeting and financial planning.
• Oversee and direct staff with coaching toward independent work.
• Attention to detail to meet project deadlines; clear communication.
• Excellent oral and written communication with diplomacy across levels.
• Proactive customer service and adaptability to the changing work environment.
• Proficient with Excel, Word and related applications.

Responsibilities

• Collaborate with program leaders to develop long-term strategies ensuring viability and growth of programs.
• Develop and implement educational initiatives for residents and coordinate education processes.
• Participate in residency curriculum development with measurable knowledge milestones.
• Lead preparation for internal and external program reviews and ensure timely evaluations.
• Oversee recruitment data and develop strategies for candidate outreach.
• Monitor and manage annual program budget and resource needs.
• Represent the program at local and national meetings and serve on committees.
• Provide leadership to staff and supervise fellowship coordinators across subspecialties.

Skills

Accreditation knowledge

Strategy development

Stakeholder collaboration

Problem solving

Process improvement

Independent work

Organizational skills

Budgeting basics

Staff leadership

Communication

Education

Bachelor’s degree in education or relevant field

Master’s degree preferred

Job description

Job Description

The Department of Dermatology is currently seeking a Residency/Fellowship Program Coordinator 3 to oversee program management and administration of our clinical educational programs. The Education Program Manager (EPM) role includes managing our residency, clinical fellowship, medical student, and other programs encompassing multiple subspecialties, as well as overseeing subspecialty training across the department. The EPM, in partnership with leaders, will be responsible for the planning and execution of the educational mission while developing and implementing essential procedures and policies.

This position will report directly to the Director of Finance and Administration. The ideal candidate must demonstrate the ability to work both independently and in close collaboration with faculty, department leadership, staff, trainees, and external stakeholders. They must excel in managing diverse educational initiatives in a complex, fast-paced environment and possess proven experience in establishing and maintaining consistent processes while ensuring clear communication. A strong commitment to building respectful relationships and collaboration while ensuring accountability and achieving results is critical.

This hybrid position requires an on-site presence, with options for telecommuting based on operational needs. The EPM will play a pivotal role in advancing the mission of the Department of Dermatology, contributing to the development of future leaders in dermatology.

The Department of Dermatology at Stanford University School of Medicine is dedicated to delivering exceptional patient care, advancing innovative treatments for dermatologic diseases, and training the next generation of dermatologists. By joining our department, you will have the opportunity to collaborate with world-renowned experts and contribute directly to the growth and success of our department.

Knowledge, Skills And Abilities (required)

• Excellent working knowledge of the processes and accreditation requirements across AAMC, ERAS, ACGME, and American Board of Dermatology to be able to oversee all processes and step in to provide direct support when needed.
• Demonstrated ability to conceptualize and implement long term strategies to enhance existing programs. Develop and maintain collaborative working relationships with faculty, residents, fellows, medical students and staff at all levels internal and external to the organization to represent the core values of the Stanford Dermatology learning environment and represent the departmental mission.
• The ability to anticipate issues and proactively develop solutions, rather than simply managing day-to-day operations.
• A continuous process improvement mindset to not only keep day-to-day operations running smoothly but also identifies opportunities to streamline workflows, improve efficiency, and thoughtfully leverage new technologies as departmental and educational needs evolve.
• Ability to work independently and to coordinate multiple assignments with fluctuating priorities.
• Excellent organizational and analytical abilities, ability to handle diverse workload.
• Basic knowledge of managing budgets and developing financial plans.
• Demonstrated ability to oversee and direct staff including support and coaching towards independent work within all domains in scope of the department’s education mission.
• Attention to detail and the ability to ensuring all goals and objectives are met per project deadlines with timely response to requests and consistent commitment to excellence.
• Excellent oral and written communication skills. Ability to work with all levels of faculty, trainees and staff and exhibit significant degree of diplomacy.
• Excellent customer service skills and ability to adapt to changing work environment including maintaining strong working relationships with the medical school leadership and GME office.
• Proficient with Excel, Word and other applications required.

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 .

Responsibilities

Core Duties

• Collaborate with program leaders to develop and present long-term strategies to ensure the viability, growth and enhancement of programs. Identify, develop and implement policies and procedures to comply with residency and accreditation guidelines and provide guidance on changing regulations and institutional policies. Formulate qualitative analysis of program effectiveness.
• Develop, expand and implement educational initiatives for residents. Provide recommendations for enhancements, facilitate the training evaluation process, coordinate and manage resident education.
• Participate in the development of residency curriculum, design and develop course content tied to milestones and specific measurable knowledge, including competency-based goals and objectives for each assignment and level of training. Develop and deliver evaluation metrics.
• Lead the department preparation for internal and external program reviews; ensure timely completion of rotation and curriculum evaluations, residency case logs and entry into electronic databases.
• Assist in development and maintenance of faculty advisor program for review of evaluations, career planning and research monitoring, review monthly evaluations/reports for Program Director.
• Oversee recruitment databases, analyze data and make recommendations for enhancements, development and implementation of recruitment strategies.
• Monitor and manage annual program budget, review expenses, secure resources and funding.
• Serve on selected committees, represent program at local and national meetings.
• Provide leadership direction to assigned staff in program area; supervise department fellowship coordinators of subspecialty fellowship programs.
• Hire, orient, and provide ongoing training and direct supervision to residency/clinical fellowship staff. Assign work tasks, provide daily supervision of these tasks; provide verbal and written evaluation of work performance.

Minimum Education

Bachelor’s degree in education or relevant field is desired. Master's degree preferred

Minimum Experience

Three years of experience coordinating educational programs, particularly Accreditation Council of Graduate Medical Education (ACGME) accredited residency and/or fellowship programs or combination of education and relevant experience.

Knowledge, Skills And Abilities

• Demonstrated ability to conceptualize and implement long term strategies to enhance existing programs. Develop and maintain collaborative working relationships with faculty, residents and staff at all levels internal and external to the organization.
• Ability to work independently and to coordinate multiple assignments with fluctuating priorities.
• Excellent organizational and analytical abilities, ability to handle diverse workload.
• Basic knowledge of managing budgets and developing financial plans.
• Demonstrated ability to oversee and direct staff.
• Attention to detail and the ability to ensuring all goals and objectives are met per project deadlines.
• Excellent oral and written communication skills. Ability to work with all levels of faculty and staff, and exhibit significant degree of diplomacy.
• Excellent customer service skills and ability to adapt to changing work environment.
• Proficient with Excel, Word and other applications required.
• Attention to detail and the ability to ensuring all goals and objectives are met per the agreed to project deadlines.