Medical Education Coordinator at Tenwek Hospital

Job Summary:

The Medical Education Coordinator oversees daily administrative and operational aspects of the cardiothoracic training programs. This includes supervising administrative assistants for each program, managing trainee recruitment/onboarding/logistics, ensuring compliance with KMPDC, PAACS, COSECSA, and other bodies, coordinating housing and events, and handling budgeting and reporting. The role demands strong organizational skills, cultural sensitivity, prompt responsiveness, and the ability to prioritize independently in a multicultural, high-volume training environment.

Key Responsibilities
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.

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.

Working Conditions

• Full-time position at Tenwek Cardiothoracic Center, Bomet, Kenya.
• Standard hours Monday–Friday, with occasional evenings/weekends for events or urgent needs.
• Some travel for conferences or stakeholder meetings is possible.
• Competitive salary and benefits (health insurance, housing allowance if applicable, professional development).