Education Coordinator - Anesthesiology

Northwestern Memorial Healthcare • Chicago, IL

4d

About The Position

The Education Coordinator supports the operational and financial management of an accredited or non-accredited medical education training program, such as a fellowship, residency, or clerkship. With oversight and direction from the Program Director, the coordinator applies knowledge of national accreditation requirements and hospital policies and exercises initiative and independent judgment. The role includes long-range planning, trainee recruitment, project development, workflow analysis, database maintenance, communication with faculty and trainees, and management of internal and external program relationships.

The coordinator supports program administration, budgeting and purchasing, recruitment and communications, evaluations, trainee onboarding and support, program development, and regulatory compliance. Responsibilities include maintaining trainee and faculty records, managing schedules and program materials, supporting budgets and financial transactions, coordinating recruitment and rotations, preparing for accreditation reviews, monitoring trainee requirements and activity, and providing administrative guidance to trainees. The coordinator may also help develop policies, manage trainee grants, train new coordinators or administrative assistants, and perform other duties as assigned.

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

• Support the Program Director with program management issues, activities, and project status.
• Maintain databases containing trainee and faculty information.
• Develop and oversee filing, record-keeping, materials distribution, and other program or office systems.
• Develop and distribute monthly and yearly 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, bills, purchasing, and orders for program equipment and supplies.
• Assess equipment acquisition and training needs and recommend actions to the Program Director.
• Potentially manage grants awarded to individual trainees.
• Perform program match responsibilities and potentially assist with quota review, rank-list entry, certification, and residency application system processes.
• Organize meetings and prepare and distribute materials for conferences and lectures.
• Create and maintain program advertising and media, including websites, brochures, postcards, and publications.
• Create or edit annual program publications and maintain the program website.
• Respond to prospective trainee and applicant inquiries and direct them to appropriate contacts as needed.
• Facilitate evaluations of trainees, the program, faculty, and rotations.
• Assess workflow and cost-effectiveness, recommend improvements to the Program Director, standardize office procedures, and troubleshoot issues.
• Oversee department-level trainee orientation and communicate onboarding and appointment requirements to new trainees.
• Verify trainee status and activities and potentially screen applicants for prerequisite compliance.
• Track and process initial paperwork for visa requests.
• Assist with preparation for ACGME site visits and internal reviews, and potentially assist with program-level policy development.
• Apply accreditation agency and hospital policies to support compliance.
• Track, report, and ensure compliance with licensing, moonlighting, annual contracts, and trainee initial and re-credentialing procedures.
• Help monitor trainee duty hours and operative or case experience through regular review of data reports.
• Provide administrative supervision and support to trainees and communicate policy and procedure changes.
• Coordinate trainee rotations and, when appropriate, observerships.
• Serve as a liaison between trainees and hospital administration, and with hospitals, departments, and divisions on recruitment, orientation, affiliation agreements, and external rotations.
• Manage materials for specialty-specific trainee exams and potentially assist with proctoring.
• Provide trainees with administrative guidance about issues, due dates, and deadlines.
• Potentially guide and train new coordinators or administrative assistants and hire temporary office assistance with business manager approval.
• Perform other duties as assigned.

Benefits

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

What This Job Offers

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