Fellowship Program Coordinator

University of Colorado•Aurora, CO

2d•Hybrid

About The Position

The Department of Psychiatry has an opening for a full-time (1.0 FTE) entry level University Staff (unclassified) Fellowship Program Coordinator. The Fellowship Program Coordinator for Child and Adolescent Psychiatry is responsible for managing all aspects of the accredited fellowship training program and their approximate 16 trainees. This position represents their training programs on behalf of the University GME office, the Dept of Psychiatry, the School of Medicine and the University of Colorado. The Fellowship Program Coordinator is responsible for exercising discretion, analytical skill, personal accountability, and responsibility in a wide range of areas including academic, administrative, managerial and student services functions.

Requirements

Bachelor’s degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution.
Two (2) or more years of experience serving in a Graduate Medical Education coordinator administrative role
Applicants must meet minimum qualifications at the time of hire.
Ability to communicate effectively, both in writing and orally.
Effective interpersonal skills and the ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
Outstanding customer service skills.
Effective problem-solving skills including the ability to analyze and evaluate data to make appropriate decisions and recommendations.
Demonstrated motivation and strong work ethic with the ability to work through projects independently.
Ability to work under pressure and meet deadlines in a complex and fast paced environment.
Exceptional organizational skills and attention to detail.
Proficient with Microsoft Office Suite and the ability to quickly learn and manage new software programs.
Strong organizational and time management skills with the ability to independently plan and organize multiple needs and activities and meet multiple deadlines.
Ability to establish work priorities and work through projects independently.
Ability to provide follow-through to ensure completion of individual activities and assist others with work projects.
Ability to exercise independent decision making and manage interrelated and/or complex issues or transactions.

Nice To Haves

Experience with educational, financial, and management processes.

Responsibilities

Work with the faculty program director to implement the department goals and objectives for the graduate medical education programs.
Coordination of fellowship recruitment which includes:
Invite applicants and create interview schedule.
Arrange for sufficient faculty and fellows to conduct interviews.
Communicate with faculty regarding introductions of their clinical or research areas.
Arrange for official functions.
communicate with applicants regarding the schedule and other pertinent information.
Maintain and submit match data.
Use ERAS and Thalamus for fellow recruitment.
Provide scheduling support for the CAP track interviews for the general residency, including scheduling child faculty and program director for general residency track interview dates.
Human resources-related functions such as:
Rotation and conference schedules.
Electronic and other record keeping.
Official correspondence.
Fellow examination and evaluation.
CBME, GME, ABPN, RRC and ACGME compliance.
Program and faculty evaluation.
I-9 paperwork and any other human resources related tasks required by the department or GME.
Responsible for managing the allocation of stipends for trainees across funding sites to ensure that allocations are used correctly and effectively.
Work with program director to ensure program has proper funding and complete funding request paperwork if needed.
Lead the program ACGME accreditation process; plan, prepare for, and manage program internal reviews and site visits.
Ensure compliance with all governing rules and regulations including audit findings.
Update yearly WebAds and milestones evaluations for ACGME.
Coordinate information and rotation sites. Communicate with sites yearly around availability for fellows schedules and final schedules for the next year.
Ensure schedules are properly entered into MedHub and make updates as needed to schedules during the academic year.
Disseminate and provide ABPN, CBME, ACGME/RRC, University, GME, department and program policy interpretation/direction to trainees, faculty, and staff in affiliated hospital clinics.
Update the yearly program manual and policies for the fellowship per GME guidelines.
Plan, organize, and manage fellowship projects to ensure compliance with all internal and external policies and procedures that govern the fellowship training programs. This includes compliance with ACGME, GME and RRC policies.
Coordinate fellow outcome assessments and database management.
Assist with proctoring annual required training exams.
Assist program director with sensitive or confidential information regarding fellows.
Manage issues and monitor the progress and performance of the fellows which requires interpretation, advisement and enforcement of applicable rules and regulations.
Utilize technology extensively to support and implement fellowship program services.
Support weekly didactics by setting up room technology and being available to faculty and fellows for any needs they have.
Stay up to date with CUGME and ACGME requirements, national and regional trends, and issues related to graduate medical education. Understand the program requirements and notify the program director of new changes to GME or ACGME program requirements.
Develop, implement, and evaluate new program goals and objectives, guidelines, policies, and competencies per accreditation requirements.
Update the program manual yearly and post to MedHub by the June deadline.
Perform analysis and prepare reports for the program director, department, and others, such as ACGME studies, program evaluation reviews, fellow exams/assessments, retreats, and audits.
Represent the University and the Department at national and local functions including workshop presentation and recruitment efforts.
Serve as the liaison to the CU Graduate Medical Education Office. Serve on committees as appropriate and assigned.
Plan all events and catering needs (recruitment lunches and dinners, welcome party, department/committee meetings, fellowship retreats, weekly grand rounds lunch, etc.).
Manage all fellowship purchase processes and reimbursements for resident and fellow educational funds.
Help with department travel arrangements and expenses when needed. Lead contact for Concur and Marketplace functions, orders, and invoicing.
Track the expenses for the child fellowship and stay within the given budget expenditures each academic year.
Training verifications for fellowships.
Maintain appropriate records including evaluations, conference, and fellow schedules in MED HUB.
Provide back up for other Psychiatry coordinators for vacation or leave as needed.
Communicate with program and department leadership, GME, faculty and fellows through email, Teams or other platforms as needed. Respond to communications promptly or within 24 hours of receipt.
Create, organize, and maintain files consistent with ACGME and RRC standards of documentation.
Provide support and backup to the Medical Student Coordinator in the following areas, learning all medical student process and procedures:
Coordinates the fourth year medical student Electives (11 electives; all 2-4 weeks).
Coordinates review of applications from fourth year medical students at other medical schools who wish to complete an elective rotation at CUSOM (utilizes the VSAS system).
Provides the Dean’s Office and Student Life with required forms and information needed regarding students and/or the program throughout the year.
Provides prompt, courteous customer service to students and instructors, and completes others with program related requests. Replies to student inquiries verbally, or in written or electronic form.
Provides administrative assistance to the Director and Associate Director of Medical Student Education in the Department of Psychiatry
Provide support to the GME Psychiatry Residency as needed for coordinator absences
Provide task support to the GME Psychiatry Residency in areas designated and as time allows to include things such as: Evaluation management, Additional Work for Additional Pay/Moonlighting processes, Vacation/Conference approvals, Didactic attendance reporting, etc.