Medical Education Coordinator or Assistant, Department of Pediatrics, UVA
Job ID: R0042804 | Medical Education | Full Time | Charlottesville, VA
The Department of Pediatrics at the University of Virginia (UVA) School of Medicine seeks candidates for a Medical Education Coordinator or Medical Education Assistant. Medical Education Program Coordinators participate in the planning, preparation, and implementation of programs, daily operations, and educational activities for a small to medium-sized programs. They are responsible for the same duties as Medical Education Assistants. However, they operate with additional authority, independence, or level of complexity. Beyond basic administrative duties, Medical Education Program Coordinators develop materials, coordinate calendars, engage in accounting processes, interact with educational program participants, and ensure compliance with relevant national organizations to maintain high standards of programs. They perform work independently but receive assignments and direction from supervisors and program directors. Medical Education Assistants provide administrative support services to medical education programs. They perform administrative duties that include data entry, recordkeeping, and acting as the frontline contact for students and medical professional personnel. They are responsible for developing, implementing, and compiling the assessment and evaluation of program effectiveness for medical students and graduate medical education trainees. Responsibilities include data analysis and reporting for educational quality improvement, accreditation, and scholarly activities.

For more information, please visit:

The Department of Pediatrics at the University of Virginia Medical Center abides by the tenets of the Office of the Vice President and Chief Officer for Diversity and Equity. The Office for Diversity and Equity assists and monitors all units of the University in their efforts to recruit and retain faculty, staff, and students from historically underrepresented groups and to provide affirmative and supportive environments for work and life at the University of Virginia Medical Center. We commit ourselves to a vision of leadership in diversity and equity, not out of a reluctant sense of obligation but because only by enriching ourselves and embracing diversity can we become the leading institution we aspire to be.

The successful candidate will be expected to:
  • Enter schedules for faculty/trainees; monitor duty hours and run report for semiannual reviews.
  • Maintain files according to Accredited Council for Graduate Medical Education (ACGME) regulations.
  • Manage Electronic Residency Application Service (ERAS) application process during recruitment, schedule and arrange interview days, enter match data, and complete and mail offer letters to new hires.
  • Assist with credentialing, interviewing, evaluations, and meeting preparation.
  • Prepare pre-approvals and submit travel reimbursements for trainee travel and other expenses.
  • Attend monthly coordinator meetings to stay current with ACGME and other requirements.
  • Maintain handbook annually to include changes in policy.
  • Communicate new Graduate Medical Education (GME) policies as needed to faculty/trainees.
  • Key metric data on trainee evaluations and grading requirements, including compiling, performing basic analyses, and summarizing results.
  • Assist with development of a detailed annual budget for GME trainee expenses. Evaluate requests and determine spending appropriateness as per budget guidelines.
  • Maintain oversight of all accreditation documentation, evaluations, verifications, and portfolios.
  • Oversee, coordinate, and provide summaries of the data compilation for trainee evaluations.
  • Summarize and distribute information required for faculty and resident awards.
  • Assist with coordination of all communications with Graduate Medical Education Office (GMEO) staff, department chairs, division chiefs, outside faculty, pediatric administrator, fiscal technicians, and Human Resource Team.
  • Oversee content across all pediatric education websites and collaborate with website manager for updates.
  • In addition to the above job responsibilities, other duties may be assigned.

Qualified candidates must have:
  • Education: High school diploma.
  • Experience: Two years of administrative support experience. Bachelor's degree may substitute for experience.

Required knowledge, skills, and abilities:
  • Excellent oral and written communication skills required.
  • Ability to present information in multiple forums to a range of audiences.
  • Ability to work accurately with attention to detail.
  • Ability to analyze and solve problems.
  • Working knowledge of office practices and procedures.
  • Ability to identify ways to improve workflow.
  • Align and participate with department initiatives.
  • Promote a positive work environment.
  • Ability to conduct activities and make decisions according to ethical standards.
  • Ability to synthesize information, provide advice, and address needs independently.
  • Ability to work independently or as part of a team. Work with senior leaders to accomplish goals.
  • Maintain professional competencies by attending development courses related to job functions.
  • Grasp the University's educational mission, strategic aims, and programs.

Physical demands:
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings and programs.

The Medical Education Coordinator or Assistant will report to the Medical Education Manager. For additional information about the position, please contact Penny Guy, Medical Education Manager, at This is a non-exempt-level, benefited position. For more information on the benefits at UVA, visit This position will not sponsor applicants for work visas. This position is located in Charlottesville, VA and there is an option for partially remote work.

Review of applications will begin on December 12,2022, and the position will remain open until filled. The anticipated hiring range is $18/hour to $20/hour depending on the level of the position and commensurate with education and experience.

The University will perform background checks on all new hires prior to employment. The University will perform background checks on all new hires prior to employment. A completed pre-employment health screen is required for this position prior to employment.

For more information about UVA and the Charlottesville community, please see and

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Please visit the UVA COVID-19 Job Requirements and Guidelines webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.




Charlottesville, VA
Charlottesville, VA 22903

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