Administrative Coordinator, Graduate Medical Education

Administrative Coordinator, Graduate Medical Education

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The Administrative Coordinator for GME provides essential operational and administrative support to ensure the smooth functioning of the GME office. The position manages core processes such as resident and fellow onboarding, front‑desk staffing, systems oversight, and other duties as assigned. It facilitates communication across programs, manages operational procedures, and maintains accurate records and workflows within GME systems. The coordinator serves as a key liaison between GME, program leadership, trainees, and institutional stakeholders.

• Serve as a primary front desk contact for the GME office, providing professional and responsive support to residents, fellows, faculty, staff, and visitors.
• Support the onboarding processes for incoming residents and fellows, including documentation, badging, Epic access, Sunet , medical licenses, and other orientation logistics.
• Oversee the onboarding for visiting residents and fellows including documentation, badging, Sunet , and other orientation logistics.
• Manage and maintain GME systems such as Med Hub, ensuring accurate data entry, reporting, and troubleshooting in collaboration with program staff.
• Act as a liaison to the California State Medical Board, supporting timely and compliant processing of trainee licensure and related documentation.
• Facilitate communication between program leadership, trainees, institutional departments, and external agencies to support program operations and trainee needs.
• Maintain organized records and documentation for GME activities, ensuring compliance with institutional policies and procedures.
• Provide administrative support for meetings, events, and operations activities, including scheduling, materials preparation, and follow-up.
• Assist with special projects and operational initiatives within the GME office, contributing to continuous improvement and service excellence.
• Other duties as assigned.

• Associates degree from an accredited college or university with the following experience required.

• Minimum of 5 years of progressively responsible administrative/support/office management experience required.

• Demonstrates exceptional accuracy, attention to detail, and proofing skills.
• Maintains strict confidentiality of sensitive trainee and institutional information in compliance with GME standards.
• Efficiently plans and organizes responsibilities across multiple GME functions, including onboarding, front desk operations, and systems management.
• Interact professionally with residents, fellows, faculty, and institutional partners.
• Communicate effectively with individuals from diverse backgrounds, including trainees, program staff, and external agencies.
• Demonstrate strong communication skills.
• Provide high‑level customer service in a fast‑paced academic medical environment.
• Exercise tact, diplomacy, and discretion.
• Be self‑directed, assertive, and resourceful in problem‑solving and systems planning within GME operations.
• Thriving in environments with tight deadlines and frequent interruptions, maintaining professionalism and composure.
• Demonstrate ability to manage and prioritize multiple tasks, meet deadlines, and adapt to changing operational needs.
• Effectively gather and share information, supporting onboarding, compliance, and administrative coordination.
• Capable of analyzing, planning, organizing, and independently executing varied administrative functions within the GME framework.

Stanford Health Care (SHC) strongly values diversity and is committed to equal opportunity and non‑discrimination in all of its policies and practices, including the area of employment. Accordingly, SHC does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity and/or expression, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above.

People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply. Qualified applicants with criminal convictions will be considered after an individualized assessment of the conviction and the job requirements.

Base Pay Scale:
Generally starting at $48.38 - $54.48 per hour. The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to internal equity, experience, education, specialty and training. This pay scale is not a promise of a particular wage.

Seniority Level: Mid‑Senior Level

Employment Type:

Full‑time

Job Function:
Administrative

Industries:
Hospitals and Health Care