Education Coordinator - Anesthesiology

Northwestern Memorial Healthcare • Chicago, IL

5d • $30 - $43

About The Position

The Education Coordinator reflects Northwestern Memorial HealthCare’s mission, vision, and values; adheres to its Code of Ethics and Corporate Compliance Program; and complies with relevant policies, procedures, guidelines, and regulatory and accreditation standards. With oversight and direction from the Program Director, the coordinator manages the operational and financial functions of an accredited or non-accredited medical education training program, such as a fellowship, residency, or clerkship. The role requires a detailed understanding of national accreditation and hospital policies, along with initiative and independent judgment.

The coordinator continually assesses and directs program matters, including long-range planning, trainee recruitment, project development, administrative workflow, databases, communication with faculty and trainees, and internal and external program relations. The position is full-time, 40 hours per week, on the day shift.

Requirements

• Bachelor’s degree or an appropriate combination of education and experience.
• One year of experience in program or project administration, or relevant experience.

Nice To Haves

• Previous program administration experience in undergraduate or graduate medical education.

Responsibilities

• Provide support to the Program Director and meet regularly to discuss program management, activities, and project status.
• Maintain trainee and faculty databases; develop and oversee filing, recordkeeping, materials distribution, and other office or program systems; and develop and distribute schedules.
• Work with the business manager or director to develop, monitor, and report on the annual training program budget.
• Manage recurring purchase orders, check requests, program bills, purchasing, equipment and supply orders, and assess equipment and training needs; may manage grants awarded to trainees.
• Perform residency or fellowship match responsibilities and may support quota review, rank-list entry and certification, and management of the Electronic Residency Application System during recruitment.
• Organize meetings, conferences, and lectures and prepare and distribute materials; create and maintain program advertising and media, annual publications, and the program website.
• Respond to prospective trainee and applicant inquiries and refer them as appropriate.
• Facilitate evaluation of trainees, the program, faculty, and rotations; assess workflow and cost-effectiveness and recommend improvements to the Program Director; standardize office procedures and resolve issues.
• Oversee department-level trainee orientation and communicate onboarding requirements and appointment processes to new trainees; verify trainee status and activities, may screen applicants for prerequisite compliance, and track and process initial visa-request paperwork.
• Assist with preparation for ACGME site visits and internal reviews and may assist with program-level policy development; maintain understanding of the program curriculum, educational goals, policies, and standards.
• Interpret and apply accreditation and hospital policies; track, report, and ensure compliance regarding licensing, moonlighting, annual contracts, and trainee credentialing; monitor duty hours and operative or case experience through data reports.
• Provide administrative supervision and support to trainees, communicate policy and procedure changes, coordinate rotations and observerships as appropriate, and liaise between trainees and hospital administration.
• Build and maintain relationships with other hospitals, departments, and divisions concerning trainee recruitment, orientation, affiliation agreements, and external rotations.
• Manage materials for specialty-specific trainee exams and may assist with proctoring.
• Guide trainees on administrative matters, due dates, and deadlines; may train new coordinators or administrative assistants and may hire temporary office assistance with business manager approval.
• Perform other duties as assigned.

Benefits

• Tuition reimbursement
• Loan forgiveness
• 401(k) matching
• A range of benefits intended to support employees’ physical, emotional, and financial well-being and provide protection for unexpected life events

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level