UNIV - Administrative Coordinator I - Psychiatry: Training Division

Medical University of South Carolina • Charleston, SC

22h • Hybrid

About The Position

This position is integral to the smooth operation of multiple facets housed in the Department Office of Education and Training working with faculty, staff and learners in Medical Student (UME) and Resident Physician Education (GME) within the Department of Psychiatry and Behavioral Sciences. He/she is responsible for a wide range of administrative and support tasks related to curriculum development and ongoing execution of educational programs. Incumbent will work with senior Faculty Educators, Program Administrators, Course Directors and Individual Program Directors. This position reports to the Vice Chair of Education and Training Programs but may require interim supervision based on project involvement or duty coverage in specific educational programs. As such, the position requires the ability to triage workload, manage existing projects and navigate the importance and timeliness of events and activities. Incumbent will be expected to willingly seek support and utilize supervision to assist with complex decisions, when solutions are not clearly outlined by available policies or arise de novo in the course of duties. This will include substitute clerkship coordination and activities for UME (Medical Student Education) or GME (Graduate Medical Education) with duties such as preparation of course materials, preparing and editing syllabi, proctoring examinations, and maintaining appropriate records for course and program administration for Faculty, Medical Student and Resident Trainees participating in Education and Training Programs in the Department of Psychiatry and Behavioral Sciences. Additional duties include administrative support to the Vice Chair for Education. This includes administrative tasks to support the Vice Chair for Education related to departmental meetings, accreditation and reports. An important component of the position is to promote trainee support and well-being and facilitate efforts of the programs and department to advice, monitor and assist trainees in navigating the complex health system and university enterprise related to Psychiatry and Behavioral Sciences. Limited off-site travel may be necessary to site visit any regional rotation sites or attend annual meetings/trainings on medical student or graduate medical education. The incumbent must be able to work independently, to initiate and organize formal projects, online curricula and manage their workload. She/he must have excellent writing skills, editing skills, and proofreading skills. Ideally incumbent will be qualified to become qualified to utilize a SC “P” Card for necessary purchases following rules and budget guidelines and restrictions outlined by supervisors and university policy. The position will include on-campus activities requiring the coordinator’s presence but will also allow for some flexible virtual work activities which vary by program, time of year and related university policies. Any off-site work must be approved in advance by the Vice-chair. As this position interfaces with multiple components of the enterprise, including MUSC Health and Hospital, the position may require scheduling variability and adherence to policies in addition to those of the College of Medicine/University.

Requirements

• A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years experience in business management, public administration or administrative services.
• The incumbent must be able to work independently, to initiate and organize formal projects, online curricula and manage their workload.
• She/he must have excellent writing skills, editing skills, and proofreading skills.

Nice To Haves

• Ideally incumbent will be qualified to become qualified to utilize a SC “P” Card for necessary purchases following rules and budget guidelines and restrictions outlined by supervisors and university policy.
• This position may be responsible for managing social media accounts for Education and Training which requires knowledge and experience or ability to learn tools such as twitter, Instagram, and other evolving platforms.

Responsibilities

• General Education Division Support: Provide administrative and project development assistance to the Vice Chair for Education and Training Programs, including gathering data, creating surveys, developing reports and processes related to faculty evaluations, faculty awards, faculty development, and internal and external correspondence relating to the Office of the Vice Chair. Incumbent’s duties may vary by season may organize and advertise longitudinal seminars, specialized educational meetings, create agendas, compile, edit and distributing educational meeting minutes (UME and GME), implementing mission-based and accreditation related guidelines. Assist with calendar management and support of medical student educational activities for the department and Vice Chair or Course Directors as requested. Provide administrative support and assist in managing educational faculty appointments. Compiles information for faculty and trainee teaching awards. Assists with planning annual psychiatry awards and graduation ceremony. Assist in tracking off service and external students and residents rotating within the department.
• Medical Student Education: Provide additional support to and absentee coverage for the primary Medical Student Clerkship Coordinator, including updating the course syllabi, student placements and lecture schedules in collaboration with the Course Director, ensuring accuracy. Prepare course handouts, lecture schedules, student call schedules, prepare documents for accreditation and collect and organize feedback from Medical Student Performance Evaluations (MSPEs). He/she will play an integral role in course orientations, planning and running OSCE and simulation activities. Prepare and proctor course examinations and compute student grades. This may include but is not limited to the creation of block rotation schedules, assignment/tracking of clinical rotations, student and faculty evaluations, managing visiting students for onboarding and schedules, confirming preceptors and lecturers.
• Graduate Medical Education Program Support: The incumbent will provide additional support and absentee coverage for the primary administrative and educational coordinators in GME, such as maintaining necessary records, composing correspondence to internal and external stakeholders and through assignment by the Vice Chair, assisting program directors and chief residents in developing tools and materials for recruitment, curriculum development and execution, as well as evaluation of residents, fellows and clinical faculty. This includes but is not limited to the creation of rotation schedules, assignment/tracking of evaluations, recruiting preceptors and teachers, ordering educational materials, scheduling classrooms, organizing oral examinations, simulation sessions and seminars. This position may be responsible for managing social media accounts for Education and Training which requires knowledge and experience or ability to learn tools such as twitter, Instagram, and other evolving platforms. Will coordinate updating of the Education and Training portions of the Departmental Website. Will coordinate education wide issues with the Vice Chair for Education and Training, assisting with the recruitment of Faculty and Residents and coordinating technology and archiving of training materials for use in online learning through products like Bright Space. Will assist with proctoring of in-training examinations for GME. Incumbent will take an active role in the development of policies and procedures as new accreditation and internal regulations evolve. This position requires coordination simultaneous complex activities requiring accuracy, timeliness and consistency, utilizing a variety of computer programs, platforms and tools, such as Zoom, MS teams, ACGME Ads, NRMP ERAS and the ABPN PreCert as examples..
• Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees