Education Coordinator

Job Summary :

Provides management for an education, research & / or operations program / project, recommending goals, assessing feasibility and ongoing performance & providing day-to-day oversight of administrative & operational functions.

The program / project is summarized below : oversees coordination of the department’s fellowship programs. With oversight and direction from the Program Director, the Education Coordinator is responsible for the operational and financial management of an accredited / non-accredited medical education training program (fellowship, residency, and / or clerkship).

The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment.

The Education Coordinator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.

Specific Responsibilities :

Administration

• Manages day to day operations.
• Provides support and meets regularly with the program director concerning program management issues, activities, and the status of projects.
• Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office / program systems.
• Develops and distributes monthly / yearly schedules.
• Ensures that program / project mission, values, guidelines, policies & procedures are implemented & maintained.
• Manages design and development of program databases; compiles & analyzes data; prepares reports.
• Maintains databases with trainee and faculty data.
• Identifies service improvement opportunities that will better enable program / project to achieve its goals and objectives.

Budget & Financial

Reviews; ensures approval based on alternatives regarding practice & policy; analyzes and classifies transactions in accordance with established chart or coding of accounts;

creates new accounts; prepares, processes, reconciles & provides receipts (as appropriate) for transactions.

• Works with business manager / director to develop, monitor, and report on the yearly training program budget.
• Responsible for recurring purchase orders for the training program, processing all check requests, and paying bills associated with the program’s activities.
• Assesses equipment acquisition and training needs and makes recommendations to the program director.
• Oversees all purchasing for the office / program, and orders equipment and supplies for the training office.
• May be responsible for management of grants awarded to individual trainees.
• Troubleshoots problems; performs vendor / account research as needed; obtains additional information or provides instruction & guidance by phone, US- or e- mail from customers / vendors; corrects or escalates.

Communication & Outreach Recruitment

• Develops coordinated, consistent marketing and brand messages.
• Performs all match’ responsibilities.
• May assist with quota review, rank list’ entry, and certification in the National Residency Matching Program.
• May maintain the Electronic Residency Application System database, and oversee its processes during recruitment season.
• Organizes meetings and prepares and distributes materials for conferences and lectures.
• Creates / maintains external program advertising / media through websites, brochures, postcards, publications and other such media.
• Creates / edits annual publications regarding the program.
• Maintains program’s website.
• Receives inquiries from prospective trainees and applicants and triages as necessary to others within the department, and / or in other hospitals or departments.
• Creates state-of-the-art website.
• Incorporates social media and networking into program / project aspects as appropriate.
• Reviews market trends to recommend future plans to increase revenue, participation, engagement, etc.

Evaluation

• Coordinates the collection, analysis & reporting of required information for surveys, review documents, public information documents, etc.
• Analyzes evaluation data from instructors, students, participants, etc. to assist in program / project development and updates.
• Facilitates the evaluative processes of the trainees, program, faculty, and rotations.
• Identifies and evaluates the methods for improving workflow and cost effectiveness, and makes recommendations for improvement to the program director.
• Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
• Implements corrective actions required as a result of surveys or other indicators.

Events

• Coordinates programming, educational, student, alumni, workshops, meetings, etc. including speakers, agendas, etc.
• Develops plans and arranges meetings, workshops, events, etc. designed to exchange information, promote research objectives, and to build internal and external relationships within NU.
• Ensures that event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.

Human Resources

• Ensures human resources programs, policies, & procedures are implemented & consistently applied.
• Oversees department-level trainee orientation, and corresponds with new trainees about on-boarding requirements and process for appointment to the program and / or hospital(s).
• Verifies trainee status and activities as needed.
• May screen program applicants for compliance with prerequisites.
• Tracks and processes initial paperwork for visa requests.
• In consultation with management & Central HR, administers HR solutions.
• Maintains excellent working relationship with Office of Human Resources.

Compliance

• Ensures compliance with all necessary organizations.
• Assists in the preparation for Accreditation Council for Graduate Medical Education (ACGME) site visits and internal reviews.
• May assist in program-level policy development.
• Understands the curriculum, educational goals, policies, and standards of the medical education program.
• Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.
• Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, annual contracts, initial and re-credentialing of trainees.
• Assists in monitoring trainee duty hours and operative / case experience via regular review of data reports.
• Prepares documentation as required.
• Interfaces with accreditation bodies.

Student Support

• Completes program / project logistical details such as scheduling, curriculum, facilities, technology, registration, enrollment, audits, etc.
• Provides both administrative supervision and support to trainees.
• Informs trainees of inter- and intra-departmental policy and procedure changes, with assistance from institutional offices (Graduate Medical Education).
• Coordinates trainee rotations and, as appropriate, observerships.
• Acts as a liaison between trainees and hospital administration.
• Establishes relationships and acts as a liaison to other hospitals, internal departments, and divisions regarding trainee recruitment, orientation, affiliation agreements, and external rotations.
• Manages materials for specialty-specific trainee exams, and may assist with proctoring exams.
• Implements strategy regarding structure, process, & staff support of students in compliance with NU policy.
• Resolves administrative issues (RAS forms, stipends, monitors fellowships, etc.)
• Organizes new student activities.

Supervision

Provides administrative supervision and guidance to trainees regarding administrative issues, due dates, and deadlines.

May guide and train new coordinators, or administrative assistants. May hire temporary office assistance with business manager’s approval.

• Acts as a mentor in regard to education of junior coordinators.
• Performs other duties as assigned.

Minimum Qualifications : (Education, experience, and any other certifications or clearances)

Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree;

OR appropriate combination of education and experience.

One (1) year program / project administration or other relevant experience.

Minimum Competencies : (Skills, knowledge, and abilities.)

• Strong interpersonal and communication skills
• Commitment to customer service focus
• Teamwork
• Ability to take initiative
• Project management skills

Benefits :

At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at to learn more.

Work-Life and Wellness :

Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities, and adopt and maintain healthy lifestyles.

We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior / adult care. Visit us at to learn more.

Professional Growth & Development :

Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at to learn more .

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Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities.

Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply.