Education Program Coordinator

Job Description

EDUCATION PROGRAM COORDINATOR

Req #: 247292 Department: NEUROLOGICAL SURGERY Appointing Department Web Address: https://neurosurgery.uw.edu/ Job Location: Harborview Medical Center Posting Date: 06/30/2025 Closing Info: Closes On 07/14/2025 Salary: $3,749 - $5,010 per month Other Compensation: Union Position: Yes Shift: First Shift Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.
The Neurological Surgery Department has an outstanding opportunity for an Education Program Coordinator to join their team.
POSITION PURPOSE
Under the general direction of the Manager of Program Operations, the Program Coordinator provides comprehensive administrative and operational support for the educational programs within the Department of Neurological Surgery. This position performs work requiring knowledge of medical education program structures, university procedures, and departmental goals. It exercises independent judgment in applying policies and resolving routine issues, while collaborating with professional staff and faculty to ensure smooth operations and compliance. The Program Coordinator will support the coordination of medical student programs, Sub-Internship rotations, and Grand Rounds and will play a key role in the implementation and day-to-day support of the residency and fellowship programs.
DUTIES AND RESPONSIBILITIES
1. Educational Course Management and Grand Rounds Support – 15% FTE
• Coordinate all aspects of the Department's educational courses (“WISH” courses) and provide on-site support for these courses taking place 4-6 times per year (Saturdays, 6:30am-3pm).
• Provide support for Department's weekly Grand Rounds (Wednesdays, 6:30–8:00 a.m.), including logistics, travel, speaker communications, and follow-up activities as needed
2. Medical Student Education (Clerkship) Program – 25% FTE
• Serve as the primary liaison to the School of Medicine Curriculum Office for the Neurological Surgery clerkship.
• Coordinate rotation schedules, student onboarding, evaluations, credentialing, and exam proctoring.
• Maintain accurate tracking of grades and compliance with SOM guidelines and deadlines.
• Develop and distribute learning materials; organize teaching sessions and case-based discussions with faculty.
• Support the Clerkship Director in refining workflows and policies to improve the learning experience and program efficiency.
3. Sub-Internship (Sub-I) Program Management – 10% FTE
• Manage application tracking, selection logistics, and communications for 15–20 sub-interns annually in collaboration with the Chair and Program Director.
• Coordinate onboarding, scheduling, and event planning (e.g., meetings, sub-intern dinners).
• Respond professionally and promptly to applicant inquiries; ensure timely and accurate documentation is submitted for visiting student onboarding.
• Participate in Explore & Focus Committee meetings to stay current on requirements and best practices.
4. Programmatic and Operational Support for Residency and Fellowship Programs – 40% FTE
a. Program Coordination and Communication
• Respond to day-to-day inquiries from residents, fellows, and faculty regarding scheduling, program logistics, onboarding, and general education processes.
• Maintain shared education inboxes and respond independently to routine questions, escalating complex issues when appropriate.
• Draft and distribute internal communications regarding events, deadlines, and compliance items.
• Maintain contact lists and rosters across education programs.
b. Event and Meeting Logistics
• Assist with educational events such as orientations, retreats, recruitment interviews, and graduation.
• Coordinate AV, catering, and space reservations; prepare agendas and materials as needed.
• Attend and document meetings as appropriate, tracking action items for follow-up.
c. Records, Compliance, and Data Entry
• Support data tracking in MedHub, ERAS, and internal systems to ensure work hour compliance, accurate rotation schedules, and documentation integrity.
• Maintain credentialing and onboarding files for residents, fellows, and visiting learners.
• Monitor status of required trainings and onboarding milestones, following up on incomplete items.
d. Financial and Administrative Processing
• Process travel reimbursements, purchase requests, and honoraria related to educational programs.
• Track program-related expenses and provide updates to the Program Operations Specialist and Manager.
• Support grant-related tracking and reporting when applicable.
e. Other Duties as Assigned – 10% FTE
MINIMUM REQUIREMENTS
• High school graduation or equivalent AND two years of experience in the program specialty.
• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.
ADDITIONAL REQUIREMENTS
• Two years of administrative support experience in an academic or healthcare setting.
• Demonstrated ability to organize, prioritize, and manage complex administrative workflows.
• Strong communication and interpersonal skills with a customer-service orientation.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and the ability to learn systems like MedHub, ERAS, and Workday.
• Experience working in graduate medical education (GME) or medical student programs.
• Familiarity with UW systems, policies, and financial processes.
• Experience coordinating events or multi-step administrative processes independently.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .

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