Stanford University’s Department of Neurosurgery seeks a highly organized, collaborative, and service-oriented Program Coordinator 1 to provide administrative and operational support for its graduate medical education programs and student-services academic appointments. This role is central to advancing the department’s educational mission by helping ensure an outstanding experience for residents, fellows, students, visiting researchers, faculty, and program leadership.
The Program Coordinator will work closely with faculty, residents, fellows, students, visiting researchers, Graduate Medical Education (GME), and central university offices. The successful candidate will bring exceptional attention to detail, sound judgment, strong communication skills, and the ability to manage multiple priorities and deadlines in a fast-paced academic environment.
Proficiency in Microsoft Office Suite, including Excel and Word, is required. Familiarity with graduate medical education, academic appointments, residency-management systems, and Accreditation Council for Graduate Medical Education (ACGME) requirements is preferred. The ability to quickly learn and apply Stanford policies, systems, and processes is essential.
This is an excellent opportunity for an administrative professional who is energized by supporting trainees, researchers, and faculty while contributing to the clinical, educational, and research missions of a leading academic Neurosurgery department.
PHYSICAL REQUIREMENTS*:
- 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.
WORK STANDARDS:
- 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.
Student and Visiting Research Appointment Administration Duties*:
- Process Visiting Student Researcher and Undergraduate Visiting Research Intern appointments for the Department of Neurosurgery
- Partner with faculty sponsors to review eligibility and determine the appropriate appointment category for prospective visiting researchers and interns.
- Coordinate with central university offices to facilitate visiting appointments, ensuring that required documentation, approvals, and onboarding steps are completed accurately and on time.
- Process Graduate Student Assistantship appointments for Stanford master’s and doctoral students supporting Department of Neurosurgery research and academic activities.
- Provide backup support for postdoctoral scholar appointment administration, including assisting with appointment documentation, tracking, and coordination with faculty and central university offices
* - Other duties may also be assigned.
Core Duties:
- Review and evaluate applications for completeness; compile recruitment information, distribute applications, notify applicants of decisions for interview.
- Compile reports using knowledge of residency software. Enter rank order list, maintain residency matching, resident wish list.
- 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 residency/clinical fellowship evaluation process.
- Communicate regularly with residents/fellows and faculty regarding the daily activities, such as conference and grand rounds announcements.
- Provides administrative support to Program Director including scheduling of student meetings, preparations of agenda, recording and maintain meeting minutes, and development of reports.
- Assist with planning departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
- Order office supplies, complete resident reimbursements and performs other duties as assigned.
Minimum Education and Experience
Two year college degree and one year of relevant experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities:
- 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