Medical Education Program Coordinator

The Medical Education Program Coordinator (Health and Medical Education Program Professional III) is essential to the Department of Medicine's educational mission, providing comprehensive administrative leadership for the Nephrology Fellowship Program. The coordinator manages daily operations, scheduling, communications, and ensures compliance with ACGME, institutional, and federal policies. Serving as a key liaison to the Vice Chair of Education, faculty, and trainees, this role requires advanced knowledge of visa sponsorship, remediation, and recruitment processes. The Medical Education Program Coordinator also supports cross-program collaboration and acts as a resource and mentor to other coordinators across the department.

Fellowship Program Coordination:

• Independently oversee and manage the strategic operations of the ACGME-accredited Nephrology Fellowship Program, ensuring seamless execution of recruitment, onboarding, compliance, scheduling, and data integrity.
• Serve as the primary administrative strategist and liaison, working cross-functionally with fellows, faculty, GME leadership, hospital departments, and accrediting bodies (ACGME, ABIM) to ensure alignment with evolving institutional and national standards.
• Develop and refine policy frameworks, procedure manuals, and program documentation that support long-term program success, accreditation readiness, and process efficiency.
• Lead coordination of the Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC) meetings, ensuring timely execution of agendas, decision tracking, and regulatory documentation.
• Independently manage financial operations related to fellow travel and educational funds, ensuring compliant processing of reimbursements and purchases per university guidelines.
• Support budget planning and ongoing fiscal analysis in partnership with the Division Administrator to ensure sustainable program funding and financial accountability.
• Manage rotation, call, and conference schedules, and coordinate educational sessions and conferences by overseeing speaker communication, logistics, and attendance tracking.

Educational Leadership Administrative Support:

• Provide high-level administrative leadership and operational support to the Vice Chair of Education, Clerkship Director, and Nephrology Program Director, managing complex and dynamic calendars, drafting formal communications, and preparing institutional reports.
• Guide and execute the strategic scheduling and implementation of department-wide educational meetings, including orientations and workshops, and managing clerkship midpoint meetings and milestones, ensuring alignment with academic and institutional goals.
• Oversee the organization and security of confidential educational records, supporting data integrity and compliance with FERPA and institutional policies.

Medical Education and Program Support:

• Maintain centralized repositories (e.g., SharePoint/OneDrive) for departmental education programs, driving accessibility, consistency, and knowledge sharing.
• Working with the Medical Education Program Lead, provide interim leadership and support for fellowship and residency program operations during staff transitions, ensuring continuity of service and compliance during critical periods.
• Serve as a subject matter expert and working with the Medical Education Program Lead, provide mentorship to other residency and fellowship coordinators across the Department of Medicine, sharing best practices, addressing complex coordination challenges, and fostering a culture of continuous improvement.

Stakeholder Engagement and Coordination for the Vice Chair of Education Office:

• Act as the central liaison for all education initiatives under the Vice Chair of Education, proactively facilitating stakeholder engagement and aligning communications across institutional offices, faculty, fellows, and students.
• Prepare and manage high-level meeting materials, synthesize outcomes into actionable follow-ups, and build strong, sustainable relationships that support program and institutional goals.
• Influence decision-making processes by synthesizing program data, operational insights, and stakeholder feedback to inform continuous improvement efforts across educational programs

Knowledge, Skills, and Abilities:

• Strong computer skills (Microsoft Office, Excel, Outlook; experience with ERAS, New Innovations, MedHub, or similar systems).
• Exceptional organizational, time management, and problem-solving skills
• Ability to manage multiple complex projects with accuracy and attention to detail.
• Collaborative, with strong interpersonal and communication skills (verbal and written).Ability to maintain confidentiality and interact professionally with faculty, trainees, and institutional partners, and handle sensitive personnel issues.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of five (5) years of relevant work experience is required.

• Prior experience as a Residency or Fellowship Coordinator or in an ACGME-accredited training program.
• Experience with J-1 Visas, remediation processes, and exceptionally qualified applicants.
• Familiarity with ACGME, ABIM, and institutional GME policies.
• Experience supervising and/or mentoring other coordinators.

If invited for an interview, please provide three professional references.