Fellowship Program Coordinator (Psychiatry & Behavioral Sciences)

Department:

SOM Wichita Psychiatry and Behavioral Sciences -----

Psychiatry & Behavioral Sciences Staff

Position Title:

Fellowship Program Coordinator (Psychiatry & Behavioral Sciences)

Job Family Group:

Professional Staff

Job Description Summary:

The Fellowship Program Coordinator works under the direction of the Faculty Program Directors to administer training programs. The coordinator assures that the training program is properly organized, well-coordinated, monitored and in compliance. The coordinator provides administrative support to the Program Director that may include utilizing web-based database and administrative systems, coordinating new fellow recruitment, scheduling meetings, organizing day-to-day activities, planning resident events, recording information for reporting and tracking and troubleshooting problems. The coordinator serves as liaison between potential residents, current residents, faculty physicians, other departments, administration and outside institutions on behalf of the residency program.

This position supports three training programs, the Child & Adolescent Psychiatry Fellowship, the Addiction Medicine Fellowship, and KEY STEPS.

The Child & Adolescent Psychiatry Fellowship is a sub specialty training program residents may apply to following their third year of residency training.

The Addiction Medicine Fellowship is a sub specialty training program following completion of a primary residency program.

KEY STEPS is a federally funded program that aims to sustainably increase the supply of highly-trained child and adolescent psychiatrists and psychologists, and prepare them to provide integrated mental health care for children, adolescents, and young adults in underserved settings and communities.

A cover letter and resume are required to be considered for this position.

Job Description:

Program Coordination

Coordinate and distribute all schedules generated by the program, including resident fellows clinical rotations, call schedules, vacation and leave schedules, and conference schedules

Assist with physical or virtual room setup for didactics

Track ongoing activities of the program office and maintain records of resident fellow training, certification, conference attendance, and resident evaluations and review

Continually assess and evaluate the application of technology to improve efficiency of processes

Administer the distribution, collection and tabulation of evaluations to resident fellows and faculty in accordance with the Clinical Competency Committee

Conduct general program orientation for new resident fellows at beginning of each academic year, including working with hospital to grant hospital privileges

Complete documentation needed for resident fellows graduating from the program

Collaborate with the Department Director of Finance and Administration to monitor budget and cost information for items related to the fellowship program to the Program Director

Coordinate the graduation ceremony, retreat, and other team building activities, abiding by institutional policies and budgets set for such events.

Maintain effective working relationships with other coordinators at KU and Via Christi, Wichita Center for Graduate Medical Education (WCGME), and Graduate Medical Education at Via Christi

Participate in required residency meetings offered by any of the above

Attend one annual training conference as funding permits

Represent the program effectively and professionally as the front line representative of the program to resident fellow applicants who attended medical school both in the US and internationally

Serve as liaison between the program director and resident fellows, program director and chief residents, residents and faculty, program director and institutional graduate medical education personnel

Data Collection and Reporting

Utilize database software to track detailed records of resident fellow training for current and former resident fellows to be references for employment certification requests

Program Accreditation

Prepare documents and reports for reviews by the ACGME, continually maintaining up to date information in the database software

Stay up to date on all regulatory standards and ACGME requirements for the program

Coordinate necessary committee meetings as directed by the ACGME and program director

Resident Recruitment Coordination

Screen applicants in the Electronic Residency Application service (ERAS) according to preset guidelines to advise to the Program Director which candidates are qualified for on-site interviews

Manage communication and interview schedule with applicants selected to interview, and schedule their itinerary, including travel, faculty interviews, resident hosts, tours, and any other activities

Submit match list under direction from the Program Director

Maintain appropriate information on department website to enhance the recruitment of quality residents and provide materials needed for applicants

Grant Management

Monitor progress of grant activities, ensuring milestones and objectives are achieved.

Create and manage effective systems and processes in coordination with Program Director and Key Personnel, e.g., databases, spreadsheets, workflows, and assessment plans as needed, including identifying and suggesting process improvements when needed.

Collect demographic and other required data for reporting purposes.

Ensure accuracy, completeness, and timely submission of all required grant reports.

Manage and coordinate meetings, events, and stakeholder collaborations as needed to accomplish grant-funded activities.

Maintain agendas, minutes and any other documentation required for grant progress reporting.

Attend meetings as required by grant funding organizations.

Prepare presentations and reports for faculty and leadership to demonstrate the impact and outcomes of grant-funded initiatives.

Other department support

Provide administrative assistance to Program Director as directed, including drafting reports and program correspondences

Coordinate with other department and school education staff in activities involving the medical students, psychiatry residents, and resident fellows as needed

Participate in rotation of in person and phone coverage for the Education and Administrative office in the department

This position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

Work Environment :

This position may be eligible for a hybrid work schedule after 6 months. Incumbent will work remotely and on campus based on a set departmental schedule based on management approval.

Required Qualifications:

Work Experience:

Six years relevant work experience. Education may be substituted for experience on a year for year basis.

Experience using Microsoft Office (Outlook, Word, Excel, PowerPoint).

Experience with web-based database and administrative systems.

Preferred Qualifications:

Education:

Master’s degree in business administration or a related field

Licenses/Certifications:

Training Administrators of Graduate Medical Education certification (C-TAGME)

Work Experience:

Experience in an educational and / or medical office setting

Experience with Accreditation Council for Graduate Medical Education (ACGME)

Experience in mental health field

Experience with event planning

Experience with coordinating projects

Skills:

Customer service

Initiative

Organization

Team work

Communication

Collaborative

Attention to detail

Decision making

Required Documents: