Fellowship Program Coordinator

California, United States
16 Jun 2019
End of advertisement period
16 Aug 2019
Contract Type
Full Time

The Division of Nephrology in the Department of Medicine has an outstanding opportunity for a Fellowship Program Coordinator (Job Grade: F) to support the fellows and faculty engaged in the branch of internal medicine devoted to the study, diagnosis, and treatment of kidney disease. The division offers fellows and faculty unparalleled prospects for research and clinical training in an atmosphere with ample opportunity to participate in University and community service, in an exciting academic environment committed to excellence, innovation and diversity.

We seek an energetic and dynamic professional who will work under minimal supervision to provide administrative and operational support to the ACGME and non-ACGME clinical fellowship program(s). These programs comprise myriad clinical, training and research activities on three campuses including Stanford Health Care (SHC), Veterans Affairs Palo Alto Health Care System (VAPAHCS) and the Santa Clara Valley Medical Center (SCVMC).

This individual must have or quickly gain knowledge of training programs, the Stanford GME system as well as the policies and processes of the Office of Postdoctoral Affairs. You should be highly organized, proactive, extremely detail oriented and be able to multi-task with ease in a fast-paced environment. In addition to having a team-oriented attitude and pleasant demeanor, you must have extraordinary communication skills that allow you to interact with a diverse group of people. The individual in this position must be able to inspire confidence in multiple program directors and achieve expertise and coordination between and among the programmatic and specialty areas s/he will be involved with.

The incumbent’s primary work location will be at the Palo Alto VA to support the program director stationed at the VA.  One day a week will be spent at the division office located on-campus (Welch Road) to assist the associate program director.  The coordinator will also have regular interactions with the division manager to assist in general core administrative duties in the division office located in the Research Park area (Arastradero).

Duties include:

  • Oversee fellowship candidate recruitment including management of the match process; overseeing development and maintenance of fellow recruitment and informational web sites.
  • Manage the “on-boarding” activities for fellows, including assigning space and equipment, arranging accesses to all systems and managing the research IRB and animal protocols processes for the Fellow positions;
  • Ensure new fellows are brought into the program accurately, timely and efficiently by managing any/all visa issues, managing the appointment and credentialing processes, and managing deployment activities;
  • 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 clinical fellowship evaluation process.
  • Communicate regularly with residents/fellows and faculty regarding the daily activities, such as conference and grand rounds announcements.
  • Provide administrative support to Program Director and Assistant Program Director including scheduling of trainee meetings, preparations of agenda, recording and maintain meeting minutes, and development of reports.
  • Provide administrative support to fellows such as coordination of any necessary training; assuring compliance with their particular training needs and handling purchasing (e.g. PO, PCard, TCard) and reimbursement requests for individuals and general work areas
  • Assist with planning departmental annual events including recruitment, orientation, graduation, faculty retreats and various meetings and program-related events.
  • Identify and resolve issues of limited scope within own work area using guidelines and standards and performs
  • Remain abreast of Accreditation Council for Graduate Medical Education (ACGME) requirements for institutional, core, and program requirements; advises program director of requirement interpretation; assure accreditation procedures are followed;
  • Work with the Program Director to develop internal policies and procedures for governing the fellowship program in accordance with ACGME accreditation and University requirements.
  • May be required to work extended hours as needed.

* Other duties may also be assigned.


  • 3 – 5 years administrative experience.
  • Experience at Stanford a plus.
  • Familiarity with University clinical fellowship policies and procedures.
  • Experience with Medhub.
  • Systems savvy (Ex: ERAS, Box, Zoom, WebEx, ACGME, Oracle).


  • Two year college degree and one year of relevant experience, or combination of education and relevant experience.


  • 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.


  • May be required to work extended hours as needed.


  • 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/.

Additional Information

  • Schedule: Full-time
  • Job Code: 4536
  • Employee Status: Regular
  • Grade: F
  • Requisition ID: 83526