Pulmonary and Critical Care Medicine Fellowship Coordinator
The Division of Pulmonary and Critical Care Medicine (PCCM) is seeking a Fellowship Program Coordinator 1 who will under minimal supervision provide administrative and operational support to the Pulmonary and Critical Care ACGME clinical fellowship, Pulmonary Hypertension and Lung Transplant non-ACGME clinical fellowships. The Coordinator will work to ensure efficient running of the fellowship programs. The incumbent will oversee fellowship applications, onboarding, files, evaluations, and track weekly and monthly conferences and other didactic experiences. As well as provide administrative support to Program Directors, including scheduling fellow meetings, preparations of agenda, recording and maintaining meeting minutes. The position will assist with planning annual fellowship events. Financial duties include handling expenses related to the program, reimbursements for fellow's travel, catering and various fellowship meetings and events. Identify and resolve issues of limited scope within own work area using guidelines and standards.
The Division of Pulmonary and Critical Care Medicine (PCCM) is comprised of a team of outstanding clinicians, scientists, and scholars dedicated to improving the lives of patients with serious lung disease. Our goal is to provide outstanding clinical and research training to the next generation of leaders in Pulmonary and Critical Care Medicine. We are committed to strong clinical investigations including the evaluation of new pharmacologic agents, which offer potentially promising therapeutic benefits, as well as outcome studies which characterize clinical parameters to effect positive changes in patient care.
- Review and evaluate applications for completeness; compile recruitment information, distribute applications, notify applicants of decisions for interview.
- Compile reports using knowledge of residency software. Enter rank order list, maintain residency matching, resident wish list.
- Maintain confidential resident/fellowship files and monitor records of resident/fellow attendance for all required educational activities, including conferences and other didactic experiences.
- Track work hours, resident activities and schedules; Maintain, update and distribute resident rotation, vacation and leave schedules in electronic systems. Verify trainees’ status and activities as needed.
- Monitor and document the residency/clinical fellowship evaluation process.
- Communicate regularly with residents/fellows and faculty regarding the daily activities, such as conference and grand rounds announcements.
- Provides 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 and complete resident reimbursements.
* Other duties may also be assigned.
- Strongly prefer candidates with prior Stanford Fellowship Coordinator and administrative experience.
- Excellent organizational skills and attention to detail.
- Ability to prioritize, multi-task, and assign work to others.
- Ability to take initiative and ownership of projects.
- Ability to routinely and independently exercise sound judgment in making decisions.
- Demonstrated ability to maintain confidentiality and effectively handle highly sensitive and personal information.
EDUCATION & EXPERIENCE (REQUIRED):
- Two year college degree and one year of relevant experience, or 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 customer service skills and ability to adapt to changing work environment.
- Proficient with Excel, Word and other applications required.
- Ability to learn, understand and apply Accreditation Council for Graduate Medical Education (ACGME) or other subspecialties guidelines
- 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.
- 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/.
- Schedule: Full-time
- Job Code: 4536
- Employee Status: Regular
- Grade: F
- Requisition ID: 83527