Senior Residency/Fellowship Program Coordinator - Pathology and Immunology

UNKNOWN; St. Louis (MO); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Vacation & holidays

Health insurance

Transit benefits

Tuition assistance

Job summary

Washington University in St. Louis seeks a Program Administrator to support the GME offices, coordinate trainee rotations, monitor licensing, moonlighting, duty hours, and evaluation processes across all program phases.

The role manages budgets, procurement, travel arrangements, and communications with residents, faculty, and external partners, and assists with NRMP match activities and appointment workflows.

Responsibilities

• Supports the GME offices and meets regularly with the Program Director on office management, policy interpretation, and workflow efficiency.
• Maintains data and databases, processes travel arrangements, lodging, and expense reports for trainees and visiting speakers.
• Oversees budgets, procurement, and cost controls for program funds and ensures appropriate spending.
• Tracks licensing, moonlighting, duty hours, contracts, and re-credentialing of trainees.
• Manages evaluator processes for trainees, faculty, and rotations and assists with NRMP match responsibilities.

Job description

* 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, as well as 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 speaker.* 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 process 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, submits orders for equipment and supplies for office and maintaining 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.* 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%.* 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.Washington University in St. Louis' collective success is significantly attributed to the passion and outstanding efforts of our community. Our staff, faculty and trainees are committed to excellence and dedicated to carrying out our missions of research, teaching and patient care.WashU prides itself on being a place where people matter, and serious work is done. Our people work together in an inclusive community that celebrates diverse perspectives, collaboration and innovation. We are a community of individuals inspired to work together to develop big ideas and tackle challenging problems.We value the well-being of our people. WashU strives to create a positive employee experience where staff, faculty and trainees thrive, both personally and professionally. Our employees find meaning, connection and vitality in their work and life with a healthy work-life balance and support to learn, grow and make an impact at WashU, the community and the world.**Useful Links****Accommodation**If you are unable to use our online application system and would like an accommodation, please email [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.**Regulatory Postings**Know Your Rights: Workplace Discrimination is Illegal Poster(;)