Residency/Fellowship Program Administrator - Ob/Gyn,

Updated: 30 days ago
Location: La Center, WASHINGTON
Job Type: FullTime

Scheduled Hours

Position Summary
The Program Administrator is responsible for the operational and administrative management of the accredited training programs. 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 Program Administrator 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.

Job Description

Primary Duties & Responsibilities

  • Provides support and meets regularly with the Program Director (PD) concerning office management issues and activities and the status of projects. Identifies and evaluates the methods of improving workflow and cost effectiveness and makes recommendations to the PD for improvement.
  • Interprets and applies Accreditation Council of Graduate Medical Education, American Board of Internal Medicine, American College of Cardiology, and other national accrediting agencies and hospital policies to support compliance.
  • Provides both administrative supervision and support to trainees. Acts as a liaison between trainees and hospital administration when necessary. Establishes relationships and acts as a liaison to other hospitals, internal departments, and divisions regarding recruitment, orientation, annual program Affiliation Agreements, and external rotations.
  • Assists in planning of division-level trainee orientation.
  • Types, assembles, and distributes the divisional brochure for each academic year.
  • Informs trainees of inter- and intradepartmental policy and procedure changes, with assistance from the Graduate Medical Education office.
  • Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.
  • Manages materials for specialty-specific in-training exams and may assist with proctoring exams if needed.
  • Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
  • Maintains databases with trainee and faculty data, including New Innovations and My Evaluations.
  • Manages the evaluative processes of the trainees, faculty, program, and rotations.
  • Assists the Chief Fellow/Resident with development and distribution of call schedules.
  • Manages and updates list of all weekly teaching conferences for trainees given by the faculty; locate, reserve, and set-up conference rooms for the numerous weekly conferences, meetings, and bi-monthly Grand Rounds lectures and keeps attendance.
  • Manage invitations, itineraries, lodging and expense reports for the Grand Rounds visiting professors.
  • Assists in monitoring fellows’ duty hours and procedures list via regular review of data reports.
  • Plans divisional annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
  • Organizes meetings and prepares and distributes materials for conferences and lectures. Develops invitations and advertisements for events/lectures.
  • Coordinates medical student and medical residents’ rotations and, as appropriate, “observerships”.
  • Receives inquiries from outside residents and applicants and triage as necessary to others within the division or the hospital.
  • Maintains the Electronic Residency Application System (ERAS) database and oversees its processes during the fellowship recruitment season.
  • Performs all Match responsibilities and corresponds with newly matched trainees about requirements and process for appointment in conjunction with the GME office and/or the division Administration office. Assists with quota review and rank list entry and certification in the National Residency Matching Program (NRMP).
  • Assists in the preparation for internal reviews and external Clinical Learning Environment (CLER) visits.
  • Keeps appointment calendar for the Program Director.
  • Maintains mailing list of all current and past trainees of the program.
  • Oversees purchasing requests for the program. Submits orders for equipment and supplies for the training office.
  • Processes and submits manuscripts, grant applications, journal reviews, lectures, correspondence, reports, and memorandums, as well as various other secretarial duties.
  • Performs notarial functions for the Program Director and members of the Division.
  • Prepares slides and perform library research.
  • Coordinates travel arrangements, lodging, and expense reports.
  • Opens and routes incoming mail.

Preferred Qualifications

  • Bachelor’s Degree preferred in Architecture, Project Management, Planning or related field.
  • Experience in a medical center or educational environment.
  • Experience as a program coordinator preferred.
  • Excellent written and verbal communication skills.
  • Excellent organizational skills with discretionary judgment.
  • Working knowledge of software applications including Microsoft Word, PowerPoint, and Microsoft Excel spreadsheets.
  • General office equipment.
  • Knowledge of medical and scientific terminology.
  • Attention to detail, with the ability to make decisions independently or to escalate issues as needed.

Required Qualifications

High school diploma or equivalent high school certification with minimum of three to five years of office administration experience, preferably in a healthcare and/or education setting.


Salary Range
$43,400.00 - $71,700.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Pre-Employment Screening
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement
Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at to view a summary of benefits.

EEO/AA Statement
Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

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