Senior Residency/Fellowship Program Coordinator - Pathology and Immunology

UNKNOWN; United States; On-site; USD 50,000 - 82,000; Full time

Benefits offered by this job

Vacation and holidays

Health insurance

Metro U-Pass

Retirement plan

Job summary

Washington University in St. Louis seeks a Program Administrator to support the Department of Pathology and Immunology's fellowship training program. You will assist the program director with operations, budgeting, and coordination of events, meetings, and recruitment activities.

Responsibilities include data management, policy interpretation, and liaison with trainees, faculty, and administration to ensure smooth program operations.

Qualifications

• Bachelor’s degree or combination of education and experience may substitute for minimum education.
• Relevant Experience (2 Years) in program administration or related field.

Responsibilities

• Assists program director with office management issues and project status.
• Identify and evaluate workflow improvements and cost-saving measures.
• Ensure compliance with policies across programs, divisions and university.
• Collect and organize data for reports for committees and groups.
• Maintain databases and files; prepare materials for meetings and events.
• Coordinate lectures, conferences, recruitments, orientations and travel logistics for visiting speakers.
• Assist with budgeting, procurement and expense reporting for program funds.

Skills

Workflow optimization

Budget management

Data analysis

Interpersonal communication

Problem solving

Time management

Detail-oriented

Independent judgment

Written communication

Education

Bachelor's degree

Tools

Database Management

Spreadsheet Management

Job description

Location ST. LOUIS, MO 63110 Scheduled Hours 40

Position Summary Assists program director in managing the operational and administrative management of fellowship training program in the Department of Pathology and Immunology. Continually assesses and directs a wide range of responsibilities including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues including managing internal and external program relations.

Job Description 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, 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.

Working Conditions:

Job Location/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 period.

Equipment: Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification.

They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified.

Management reserves the right to revise or amend duties at any time.

Required Qualifications

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

Education: Bachelor's degree

Certifications/Professional Licenses: No additional certification/professional licenses unless stated elsewhere in the job posting.

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

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 Proccessing, Working Independently, Written Communication

Grade G10 Salary Range $49,700.00 - $82,100.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University.

Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions For frequently asked questions about the application process, please refer to our External Applicant FAQ.

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.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position.

The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks.

All offers are contingent upon successful completion of required screening.

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.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

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 or shared ancestry, 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.

As a federal contractor, the university maintains affirmative action programs to implement its equal employment opportunity policy for individuals with disabilities and protected veterans, in accordance with Section 503 of the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veterans’ Readjustment Assistance Act of 1974 (VEVRAA), as amended.

Q: Can I create a job alert to notify me when jobs of interest are posted? A: Yes! After you create a Candidate Home account, you can set up and manage job alerts to be sent to you either daily or weekly, according to the filters you select. You can add, edit, or delete job alerts at any time. You will need to opt in to communications from WashU when you set up your first alert and will only receive alerts for jobs posted after the alert has been created.

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

Who We Are

Human Resources Benefits Living in St. Louis Frequently Asked Questions Accommodation