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Job Information

Columbia University Program Coordinator in New York, New York

  • Requisition no: 516976

  • Work Type: Full Time

  • Location: Campus|Medical Center

  • School/Department: null

  • Categories: Health/Clinical,Administrative Support

  • Job Type: Officer of Administration

  • Bargaining Unit:

  • Regular/Temporary: Regular

  • End Date if Temporary:

  • Hours Per Week: 35

  • Salary Range: Commensurate with experience.

Position Summary

With oversight and direction from the Director of Education and Program Directors the Program Coordinator is responsible for the day-to-day management of the accredited fellowship programs and Medical Student 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 Program Coordinator will continually assess and direct a wide range of programmatic issues including analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.

  • Provides support and meets regularly with the Program Director concerning office management issues and activities and the status of projects.

  • Acts as a liaison between fellows and hospital administration when necessary. Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding resident recruitment, orientation, and external rotations.

  • Assists with department-level trainee orientation.

  • Informs fellows and trainees of inter and intradepartmental policy and procedure changes.

  • Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, PRECERT, ADS, annual contracts, and initial and re-credentialing of trainees.

  • Manages materials for specialty-specific trainee exams and may assist with proctoring exams.

  • 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 resident and faculty data, including ADS, Medhub, BoardVitals and Medlink.

  • Manages the evaluative processes of the trainees, program, faculty, and rotations.

  • Assists with departmental 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 brochures, invitations, or advertisements for events/lectures.

  • Coordinates visiting elective rotations and, as appropriate,“observerships”.

  • In applicable programs, maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the Residency Recruitment season.

  • Tracks and processes initial paperwork for visa requests, in conjunction with the Graduate Medical Education Office

  • Verifies trainees’ status and activities as needed.

  • Assists in the preparation for ACGME Self Study, Site Visits, and internal/special reviews.

  • Assists in monitoring residents’ duty hours and operative/case experience via regular review of data reports.

  • Receives inquiries from residents and applicants and triage as necessary to others within the department or in other hospital/PHS departments.

  • Performs other duties as assigned by the Director of Education and Program Directors.

Minimum Qualifications

Requires a bachelor's degree or equivalent in education and experience, plus three years of related experience.

Preferred Qualifications

3-5 years of education experience, preferably in a medical healthcare setting.

Other Requirements

  • Excellent written and verbal communicationskills.

  • Ability to organize information.

  • Ability to handle sensitive information with absoluteconfidentiality.

  • Working knowledge of software applications including Microsoft Word, Excel, andPowerPoint.

  • Ability to make decisions independently or to escalate issues as needed.

  • Works within the training offices

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.