Senior Residency/Fellowship Program Coordinator - Neurosurgery

Washington University in St. Louis; St. Louis (MO); On-site; USD 49,700 - 82,100; Full time

Benefits offered by this job

Vacation & holidays

Health insurance

Transit program (Metro U‑Pass)

Retirement plan (403(b))

Job summary

Washington University in St. Louis is seeking a Programs Administrator to assist the Program Director in managing the day-to-day operations of residency and fellowship training programs.

The role involves long‑range planning, data management, recruitment activities, and coordination with faculty, trainees, and external partners. The position requires a Bachelor’s degree (or equivalent) and about 2 years of relevant experience, with strong administrative, communications, and organizational

Qualifications

• Bachelor’s degree or combination of education and/or experience may substitute for minimum education.
• Relevant Experience: 2 years.

Responsibilities

• Provides support to the Program Director and coordinates office management across the residency/fellowship programs.
• Identifies workflow improvements and cost‑effective methods; recommends changes.
• Ensures compliance with policies across programs, divisions, and the university.
• Collects data for reports and maintains databases and files.
• Organizes events, meetings, and recruitment activities and assists with travel and lodging arrangements.

Skills

Accreditation Standards

Computer Literacy

Database Management

Detail‑Oriented

Independent Judgment

Interpersonal Communication

Medical Policy

Oral Communications

Personal Initiative

Problem Solving

Residency Programs

Sound Judgment

Spreadsheet Management

Time Management

Word Processing

Working Independently

Written Communication

Education

Bachelor’s degree

Job description

Position Summary

Assists program director in managing the operational and administrative management of resident/fellowship training program(s) and continually assesses and directs a wide range of responsibilities including long‑range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, and communicating with faculty and trainees regarding a range of issues, including managing internal and external program relations.

Scheduled Hours

40 hours per week.

Primary Duties & Responsibilities

• Provides support and meets regularly with the Program Director or designee concerning office management issues, activities and the status of projects through all phases of the program(s).
• Identifies and evaluates methods of improving workflow and cost effectiveness and makes recommendations for improvements.
• Understands, interprets and informs of policies and policy changes of the program(s), the division, department, university, hospitals, external entities and ensures compliance with program(s).
• Collects and organizes data for use in reports requested by various committees/groups as required.
• Maintains various databases and files.
• Organizes and attends program lectures, conferences, retreats, seminars, orientations, recruitment, graduation, and various meetings involved with supporting the program(s); and prepares and distributes materials, develops itineraries, invitations and advertisements for these events. Assists with providing lodging and expense reports as necessary for visiting speakers.
• Participates in and may provide oversight for various budgets, purchasing and procurement for program funds to ensure appropriate spending and budget management.
• Tracks, reports and ensures compliance with procedures regarding licensing, moonlighting, monitoring duty hours, annual contracts and initial and re‑credentialing of trainees.
• Manages the evaluative processes of the trainees, faculty, program and rotations.
• Performs all Match responsibilities and corresponds with newly matched trainees about requirements and processes for appointment in conjunction with the GME office and/or the division administration office. Assists with quota review and rank list entry and certification in the National Residency Matching Program (NRMP).
• Processes and submits manuscripts, grant applications, journal reviews, lectures, correspondence, reports and memorandums, as well as various other clerical duties including coordinating travel arrangements, lodging and expense reports, submitting orders for equipment and supplies for office and maintaining a mailing list of all current and past trainees of the program.
• Acts as a liaison between trainees and hospital administration when necessary, as well as between residents, fellows, staff and faculty on various program issues.
• Establishes relationships and acts as a liaison to other hospitals, internal departments and divisions regarding recruitment orientation, annual program affiliation agreements and external rotations.
• Assists the Chief Fellow/Resident with development and distribution of call schedules.
• Performs other duties as assigned.

Working Conditions

Normal office environment with heavy student traffic and occasional pressure due to deadlines.

Physical Effort: Typically sitting at desk or table. Walking to various areas of campus, particularly during interview periods.

Equipment: Office equipment.

Education

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications / Professional Licenses

No specific certification/professional license is required for this position.

Work Experience

Relevant Experience: 2 years.

Skills

Not Applicable.

Driver's License

A driver’s license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Bachelor's degree.

Additional Certifications / Professional Licenses

No additional certification/professional licenses unless stated elsewhere in the job posting.

Additional Work Experience

No additional work experience unless stated elsewhere in the job posting.

Additional Skills

Accreditation Standards, Computer Literacy, Database Management, Detail‑Oriented, Independent Judgment, Interpersonal Communication, Medical Policy, Oral Communications, Personal Initiative, Problem Solving, Residency Programs, Sound Judgment, Spreadsheet Management, Time Management, Word Processing, Working Independently, Written Communication.

Grade

G10

Salary Range

$49,700.00 - $82,100.00 / Annually

Benefits Statement

Personal:

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our free Metro transit U‑Pass for eligible employees.
• WashU provides eligible employees with a defined contribution (403(b)) retirement savings plan, which combines employee contributions and university contributions starting at 7%.

Wellness:

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more.

Family:

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.
• WashU covers the cost of tuition for you and your family, including dependent undergraduate‑level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.