Medical Education Coordinator

Qualifications and Requirements

Education

• Bachelor's degree (Master's preferred) in Health Administration, Medical Education, or related field.
  

Experience

• Minimum 5 years in medical education program coordination, graduate medical education administration, or similar role in a healthcare/academic setting.
  
• Experience supervising administrative teams and managing complex, multi-program training environments.
  
• Proven track record with international trainee programs, visas/permits, logistics, and compliance (especially with Kenyan regulatory bodies like KMPDC, Immigration).
  
• Familiarity with PAACS, or COSECSA, or similar accreditation processes is highly desirable.
  

Skills and Competencies

• Excellent written and oral communication skills (English proficiency required; additional African languages a plus).
  
• Strong organizational, multitasking, critical thinking, and problem-solving abilities.
  
• Proficiency in Microsoft Office Suite, database tools, and project management software.
  
• Prompt responsiveness to emails/texts during working hours and conflict resolution skills.
  
• Ability to work independently, prioritize tasks, delegate effectively, and utilize resources.
  
• Cultural sensitivity and experience in multicultural/African/international settings.
  
• Attention to detail in documentation, compliance, budgeting, and reporting.
  

Supervision and Support of the Administrative Team

• Directly supervise and support Administrative Assistants for each training program (cardiothoracic surgery fellowship, perfusion, anesthesiology, critical care nursing).
  
• Oversee their planning, operations, organizational tasks, and program monitoring.
  
• Delegate tasks, assign responsibilities, provide guidance, and conduct regular check-ins.
  
• Escalate program-specific challenges or issues from administrative assistants promptly.
  
• Oversee and approve leave requests for the administrative team within the Medical Education Department.
  

Trainee Recruitment, Onboarding, and Program Management

• Coordinate recruitment for cardiothoracic surgeons (fellows), cardiovascular perfusionists,
  
• cardiovascular anesthesiologists/anesthetists, and cardiac critical care nurses from Africa and internationally.
  
• Manage application processes, interviews (as requested), KMPDC registrations, visas, work permits, and immigration documentation.
  
• Facilitate pre-arrival logistics, travel, and cultural integration support.
  
• Oversee and facilitate onboarding/orientation of new trainees in collaboration with Tenwek Hospital
  
• CTC HR, program directors/heads, and administrative assistants.
  
• Schedule and track evaluations, in-training exams (including invigilation), case logs, rotations across units (e.g., surgery, ICU, anesthesia), and trainee progress monitoring.
  
• Coordinate participation in national/international conferences, abstract submissions, and related logistics.
  
• Manage intake and coordination of short-term rotating/visiting trainees from global institutions, including arrival, orientation, rotations, and departure.
  

Compliance, Licensing, and Regulatory Oversight

• Track and ensure timely renewal of professional licenses, certifications, and registrations for all trainees.
  
• Maintain accurate compliance records with institutional, national (KMPDC), and international standards (PAACS, COSECSA, etc.).
  
• Coordinate activities to maintain program certifications, accreditation, and site visits.
  
• Ensure consistency and uniformity in program handbooks, policy manuals, curricula, and training manuals across programs.
  
• Oversee reporting to external donors, boards, governmental organizations, PAACS, COSECSA, universities, and other stakeholders; follow up on submission of required reports (including traineesponsored reports to organizations like PAACS, MedSend, IGHM, private sponsors).
  
• Liaise with regulatory bodies to address compliance queries or audits.
  

Housing and On-Campus Support

• Oversee housing for Tenwek cardiothoracic trainees in consultation with the CTC housing Committee.
  
• Serve on the Tenwek Housing Committee to address concerns and requests.
  
• Manage trainee housing assignments in collaboration with program directors/heads and administrative assistants.
  
• Oversee the trainee housing budget and furnishings inventory; coordinate replacements/repairs with the Maintenance Department.
  
• Ensure proper orientation to housing, logistics, and daily life upon arrival (may delegate to administrative assistants).
  
• Conduct or delegate periodic inspections of housing units for policy compliance.
  
• Provide housekeeping with cleaning schedules for trainee units.
  

Financial and Operational Management

• Develop and monitor the annual medical education budget in partnership with the Director of Medical Education and Research.
  
• Assist program directors in developing individual program budgets (in coordination with PAACS/hospital finance).
  
• Ensure monthly expense tracking by administrative assistants and quarterly transfers to the hospital (with the Finance Department).
  
• Plan and coordinate major department events (e.g., interviews, graduations, family days, spiritual retreats, in-training exams).
  
• Update monthly short-term/visiting faculty reports as required by PAACS.
  
• Produce and distribute departmental correspondence, memos, and forms.
  
• Take minutes at Medical Education Department meetings and disseminate them.
  

Communication and Other Duties

• Collaborate with the CTC Communications Department to develop advertising, marketing, and promotional materials for training programs.
  
• Provide input for the Tenwek CTC Medical Education website (maintained by Communications/IT).
  
• Respond to inquiries directed to Medical Education.
  
• Undertake additional tasks as requested by the Director (or Deputy) of Medical Education and Research.
  
• Communicate department issues to MCS, hospital leadership, PAACS, and stakeholders as directed.