Education Program Coordinator

WHAT DOES AN EDUCATION PROGRAM COORDINATOR DO?

Updated:
Mai 29, 2025 - The Education Program Coordinator collaborates with personnel from multiple institutions to manage paperwork for residents and trainees, ensuring contracts are current. The role oversees the processing of trainee visa paperwork, manages the credentialing process, and ensures timely onboarding and check-in procedures. Additionally, the coordinator serves as a liaison between trainees, Graduate Medical Education, Visa and Administrative Departments, and faculty, while handling educational agreements and correspondence.

• Cross-Institution
  
  Collaboration:
  
  Works closely with personnel from approximately four other institutions (e.g., Baylor, UT Medical School, etc.) to process all paperwork dealing with residents and other trainees as they rotate through the department from these institutions and to keep contracts current.
• Selection Process Review:
  Reviews the effectiveness of the interview selection and appointment process of the Fellowship Program to ensure optimal efficiency.
• Program Maintenance:
  Responsible for maintaining program participation in the SF Match, including annual payments and program updates.
• Visa Processing:
  Coordinates and processes all original and renewal of trainee visa paperwork with Graduate and Medical Education and the Office of Visa and Immigration Services Administration.
• Visa Management:
  Manages required visa requests for trainees.
• Document Collection:
  Directs collection of all associated documents, including Chairman's letter, actual wage and prevailing wage forms, I-129 Export attestation form, check requests, etc.
• Documentation Coordination:
  Interacts with individuals through the process to obtain additional documentation.
• Credentialing Management:
  Independently manages the credentialing process for Clinical Specialist appointments.
• Permit Monitoring:
  Monitors the Physician in Training permit application process for incoming trainees to ensure that they can participate in clinical duties on the first day of arrival.
• Onboarding Coordination:
  Coordinates the onboarding of all assigned trainees.
• Communication Management:
  Independently communicates with applicants and prepares all correspondence on behalf of the program.
• Procedure Enforcement:
  Ensures trainees follow check-in and checkout procedures in a timely manner.
• Liaison Role:
  Serves as liaison between trainees and Graduate Medical Education, Visa and Administrative Department, and faculty.
• Agreement Coordination:
  Oversees and coordinates the initiation and renewals of educational agreements.
• Orientation Management:
  Manages new trainee department orientation by providing relevant information for newly hired fellows and transient trainees.
• Schedule Development:
  Develops a rotation schedule for each academic year to establish the administrative fellow rotations to ensure that adequate fellow and resident coverage to all faculty members in both the clinics and the OR.
• Resource Availability:
  Ensures that all resources needed during the fellowship are available on the first day of rotation.
• Resource Updates:
  Ensures departmental and institutional trainee resources are updated.
• Trainee Orientation:
  Orients each trainee to the requirements of the program, mandatory meetings and conferences, assists in completing computer set-up process so that trainees have appropriate computer access for completion of clinical and research activities, and confirms that each trainee has appropriate badge access to institutional areas (i.e., clinic, OR, laboratory areas, etc.).
• Compliance Oversight:
  Works closely with the management of the departmental Clinical Research Program to ensure that all trainees are appropriately identified and have completed the necessary training to remain in compliance with institutional policy.
• Travel Coordination:
  Plans and oversees the coordination of travel arrangements for fellows to premier annual meetings or to present scientific projects during the fellowship.
• Duty Hours and Funding:
  Ensures that duty hours are reported and obtains funding for travel.
• Meeting and Paperwork Coordination:
  Schedules orientation and end-of-rotation meetings and paperwork between trainees and the appropriate Director.
• Evaluation Management:
  Ensures that faculty and trainees both complete necessary end-of-program and rotation evaluations in a timely manner.
• Certificate and Letter Issuance:
  Directs completion of paperwork for trainees to receive a certificate of completion and is responsible for issuing letters of participation for trainees.
• Evaluation Coordination:
  Coordinates the Focused Professional Practice Evaluations and End of Provisional status for Clinical Specialists and ensures that these documents are completed in a timely manner.
• Visitor Coordination:
  Coordinates and oversees all activities associated with the appointment of observers and visitors in Plastic Surgery.