Administrative Coordinator, Graduate Medical Education

Stanford Health Care•Palo Alto, CA

2d•$48 - $54•Onsite

About The Position

The Administrative Coordinator for Graduate Medical Education (GME) provides essential operational and administrative support to ensure the smooth functioning of the GME office. This position exists to manage core processes such as resident and fellow onboarding, staffing the front desk, and systems oversight, and other duties as assigned. The role is central to facilitating communication across assigned programs, managing operational procedures, and maintaining accurate records and workflows within GME systems. The coordinator serves as a key liaison between GME and program leadership, trainees, and institutional stakeholders, contributing to a well-organized, responsive, and compliant academic environment.

Requirements

Associates degree from an accredited college or university with the following experience required.
Minimum of 5 years of progressively responsible administrative/support/office management experience required.
Demonstrates exceptional accuracy, attention to detail, and proofing skills.
Maintains strict confidentiality of sensitive trainee and institutional information in compliance with GME standards.
Efficiently plans and organizes responsibilities across multiple GME functions, including onboarding, front desk operations, and systems management.
Interacts professionally with residents, fellows, faculty, and institutional partners.
Communicates effectively with individuals from diverse backgrounds, including trainees, program staff, and external agencies.
Demonstrates strong communication skills.
Provides high-level customer service in a fast-paced academic medical environment.
Exercises tact, diplomacy, and discretion.
Self-directed, assertive, and resourceful in problem-solving and systems planning within GME operations.
Thrives in environments with tight deadlines and frequent interruptions, maintaining professionalism and composure.
Demonstrates ability to manage and prioritize multiple tasks, meet deadlines, and adapt to changing operational needs.
Effectively gathers and shares information, supporting onboarding, compliance, and administrative coordination.
Capable of analyzing, planning, organizing, and independently executing varied administrative functions within the GME framework.

Responsibilities

Serve as a primary front desk contact for the GME office, providing professional and responsive support to residents, fellows, faculty, staff, and visitors.
Supports the onboarding processes for incoming residents and fellows, including documentation, badging, epic access, Sunet ID setup, medical licenses, and other orientation logistics.
Oversees the onboarding for visiting residents and fellows including documentation, badging, Sunet ID setup, and other orientation logistics.
Manages and maintains GME systems such as MedHub, ensuring accurate data entry, reporting, and troubleshooting in collaboration with program staff.
Acts as a liaison to the California State Medical Board, supporting timely and compliant processing of trainee licensure and related documentation.
Facilitates communication between program leadership, trainees, institutional departments, and external agencies to support program operations and trainee needs.
Maintains organized records and documentation for GME activities, ensuring compliance with institutional policies and procedures.
Provide administrative support for meetings, events, and operations activities, including scheduling, materials preparation, and follow-up.
Assist with special projects and operational initiatives within the GME office, contributing to continuous improvement and service excellence.
Other duties as assigned.