This position is hybrid (3 days working on-site and 2 days working from home). Will need to be on-site a few days a week subject to operational need.
The field of Neuromuscular Medicine is undergoing dramatic changes as previously untreatable and potentially fatal diseases are now being controlled, necessitating a significant expansion of training in this subspecialty. To meet this need, the Stanford University Division of Neuromuscular Medicine is seeking a Program Coordinator to provide administrative and operational support for the Neuromuscular Medicine fellowship program.
The ideal candidate will have the ability to communicate effectively with trainees, faculty, administrators and patient communities, an interest in education, comfort navigating multiple national medical organizations, a very organized approach, acute attention to detail and the ability to guide program faculty and fellows to participate in the required recurring meetings, documentation, and deadlines.
Duties include:
- Distribute applications to fellowship candidates; review and evaluate applications for completeness; compile applicant information for faculty review; notify applicants of decisions for interview.
- Maintain confidential fellowship files and monitor records of fellow attendance for all required educational activities, including conferences and other didactic experiences.
- Track work hours, activities and schedules. Maintain, update and distribute vacation and leave schedules in electronic systems. Verify trainees’ status and activities as needed.
- Monitor and document the clinical fellowship evaluation process.
- Communicate regularly with fellows and faculty regarding the daily activities, such as conference and grand rounds announcements.
- Provide administrative support to Program Director including scheduling of student meetings, preparations of agenda, recording and maintain meeting minutes, and development of reports.
- Assist with planning departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
- Order office supplies, complete reimbursements, and perform other duties as assigned.
DESIRED QUALIFICATIONS:
- Experience working in an academic or health care environment.
- Experience with database and website applications.
- Knowledge of Stanford University systems, administrative and financial policies and procedures.
- Experience with fellowship and/or training programs, preferably with exposure to the Accreditation Council for Graduate Medical Education training.
- Bachelor’s degree and minimum two years of relevant experience.
EDUCATION & EXPERIENCE (REQUIRED):
Two-year college degree and four years of relevant experience, or a comparable combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
- Ability to work independently and to coordinate multiple assignments with fluctuating priorities.
- Agile and quick learner who can adapt easily to Stanford specific software and clinically related software.
- Solid oral and written communication skills. Ability to work with all levels of faculty and staff, and handle diverse workload.
- Must have excellent interpersonal skills and ability to adapt to changing work environment.
- Proficient with Excel, Word, Outlook and other applications.
- Ability to learn, understand and apply Accreditation Council for Graduate Medical Education (ACGME) or other guidelines.
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, 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.
