Program Coordinator-RRIEM in Washington, DC at The GW Medical Faculty Associates.

Date Posted: 8/8/2020

Job Snapshot

  • Employee Type:
  • Location:
    Penn Street Northeast
    Washington, DC
  • Job Type:
  • Experience:
    1 to 3 years
  • Date Posted:

Job Description

Position Summary

Under the supervision of the Operations Manager, this individual will provide administrative support for the sections under the Ronald Reagan Institute of Emergency Medicine (“RRIEM”). These sections include (but may not be limited to): the international education and training programs (75%), Urgent Matters (20%), and the GW Injury Prevention Center (5%). The Programs Administrator acts as the primary administrator for daily programs management and the primary liaison between faculty, staff, and students.

Essential Duties and Responsibilities include the following. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned.

International Education and Training Programs

  • Program Management
    • Responsible for the day-to-day duties of the administration of the Master of Emergency Medicine (MEM) program in India
    • Serve as the primary liaison between residents, faculty, and other parties in India and the GW/RRIEM staff
    • Schedule and attend monthly RRIEM meetings, as well as prepare and maintain minutes and follow-up action items from these meetings.
    • On a monthly basis, notify each site Chief Resident, Program Coordinator and Program Director of planned didactic modules and faculty travel itineraries, and collect their resident presentation schedules for teaching faculty.
    • Communicate daily with residents, faculty, and other parties via email and phone; always responding within 24 hours
    • Set up and maintain records, including email contact list for students and faculty, student records with contact and personal information (on multiple platforms)
  • Testing
    • Update and maintain question bank for examinations
    • Create and administer modular exams via Moodle (software) across all program sites and provide the required support
    • Administer monthly quizzes via Rosh Review (software) across all program sites, track resident progress on quizzes and self-testing, and assign extra questions to residents as directors see fit
    • Monitor student grades on quarterly exams, update gradebooks, maintain communication with students in need of remediating, create remediation exams
  • Website
    • Maintain, update, and innovate the International Emergency Medicine website.
    • Issue website access to residents/faculty, and troubleshoot any problems encountered with access and/or the ability to transfer documents to the back-end for website posting.
    • Update the website monthly with multiple lectures, journal articles, and an online exam for the PGDEM students.
    • Create new innovative marketing materials for the website
    • Maintain current website characteristics, including virtual map, list of graduates, program faculty, and more
  • International Faculty Teaching
    • Communicate prior to travel to establish itinerary ensuring arrival at each site for appropriate/designated teaching days, source and book all flights in accordance with budget and traveler needs
    • Detail faculty travel with the respective program sites, establish accommodations, local transport, and lecture schedule and communicate it to faculty
    • Provide faculty with teaching materials, detail what they should expect, and facilitate conversations with program sites
    • Manage all travel arrangements for faculty and consultants
  • Finance
    • Prepare documents to establish vendor IDs in the GW and MFA accounts payable systems.
    • Process payments and reimbursements for consultants after the completion of their teaching assignment by way of MFA payable systems.
    • Monitor the GW/RRIEM budget, complete monthly expense reconciliations, and assist with the annual budget process for the program.
  • Contracts
    • Track program contract’s expiration dates
    • Create new contracts for proposed program sites
    • Properly communicate and detail the program to prospective new partners, negotiate terms (with program directors), and create contractual documents
    • Modify contracts as needed, including amending expiring contracts
  • Miscellaneous
    • Prepare end-of-year Final Exams for graduating residents, and In-service Exams for FT and second-year residents.
    • Create and distribute all final exam material
    • Prepare certificates and letters of recommendation for all graduating residents.
    • Coordinate and organize all research projects
    • Maintain the programs social media (Facebook, LinkedIn, Instagram, Google)
    • Complete verifications of training for residents applying for employment.
    • Create transcripts on request for graduating residents

Urgent Matters

    • Manage all day to day processes for the program
    • Communicate daily with medical director, editorial board members, and other parties via email and phone; always responding within 24 hours
    • In partnership with the Medical Director, plan podcast guests, blog writers, and webinar
    • Work with Multimedia Specialist to properly produce and edit podcasts and blogs
    • Publish content and spread awareness about their availability through multiple mediums
    • Source new streams of revenue through potential partners, stakeholders, and thought leaders.
    • Create the Urgent Matters budget, complete monthly expense reconciliations, and direct the annual budget process for the program.

GWU Injury Prevention Center

  • Communicate consistently with Center stakeholders
  • Plan bi-monthly meetings
  • Spread awareness of new content
  • Maintain program website
  • Support additional program development activities



  • Bachelor’s degree in one of the Basic Sciences, International Relations, Public Health, Education, and/or a combination of education and training that will allow the individual to be successful.


  • The selected candidate must have one to three years of relevant experience in healthcare; international program experience is preferred.