Fellowship Program Coordinator (Psychiatry & Behavioral Sciences)

University of Kansas Medical Center • Wichita, KS

4d • $28 - $38 • Hybrid

About The Position

The Fellowship Program Coordinator works under the direction of Faculty Program Directors to administer and coordinate training programs, ensuring they are organized, monitored, and compliant. The role provides administrative support to Program Directors, including using web-based database and administrative systems, coordinating recruitment, scheduling meetings, organizing daily activities, planning events, maintaining records for reporting and tracking, and troubleshooting issues. The coordinator serves as a liaison among applicants, fellows, faculty physicians, departments, administrators, and outside institutions.

This position supports the Child & Adolescent Psychiatry Fellowship, the Addiction Medicine Fellowship, and KEY STEPS. KEY STEPS is a federally funded program intended to increase the supply of highly trained child and adolescent psychiatrists and psychologists and prepare them to provide integrated mental health care in underserved settings and communities.

The position may be eligible for a hybrid schedule after six months. Work will be remote and on campus according to a set departmental schedule and management approval. A resume and cover letter are required for consideration.

Requirements

• Six years of relevant work experience; education may substitute for experience on a year-for-year basis.
• Experience using Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Experience with web-based database and administrative systems.

Nice To Haves

• Master’s degree in business administration or a related field.
• Training Administrators of Graduate Medical Education certification (C-TAGME).
• Experience in an educational and/or medical office setting.
• Experience with the Accreditation Council for Graduate Medical Education (ACGME).
• Experience in the mental health field.
• Experience with event planning.
• Experience coordinating projects.
• Customer service, initiative, organization, teamwork, communication, collaboration, attention to detail, and decision-making skills.

Responsibilities

• Coordinate and distribute fellowship schedules, including clinical rotations, call, vacation and leave, and conferences.
• Assist with physical or virtual room setup for didactics.
• Track program-office activities and maintain records of fellow training, certification, conference attendance, evaluations, and reviews.
• Assess how technology can improve process efficiency.
• Administer distribution, collection, and tabulation of fellow and faculty evaluations in accordance with the Clinical Competency Committee.
• Conduct annual orientation for new fellows, including coordinating hospital privileges with the hospital.
• Complete documentation for fellows graduating from the program.
• Collaborate with the Department Director of Finance and Administration to monitor budget and cost information for the fellowship program for the Program Director.
• Coordinate graduation ceremonies, retreats, and team-building activities in accordance with institutional policies and budgets.
• Maintain effective working relationships with coordinators at KU and Via Christi, WCGME, and Via Christi Graduate Medical Education; participate in required meetings and attend one annual training conference as funding permits.
• Represent the program professionally to applicants, including applicants who attended medical school in the United States and internationally.
• Serve as liaison among Program Directors, fellows, chief residents, faculty, and institutional graduate medical education personnel.
• Use database software to track detailed records of current and former fellows for training records and employment certification requests.
• Prepare documents and reports for ACGME reviews and maintain current information in database software.
• Keep current on regulatory standards and ACGME requirements and coordinate required committee meetings.
• Screen ERAS applicants according to preset guidelines and advise the Program Director on candidates qualified for on-site interviews.
• Manage applicant communications and interview schedules, including travel, faculty interviews, resident hosts, tours, and other activities.
• Submit the match list under the Program Director’s direction.
• Maintain department website information and prepare applicant materials to support recruitment.
• Monitor grant activities and progress toward milestones and objectives.
• Create and manage grant-related systems and processes with the Program Director and Key Personnel, including databases, spreadsheets, workflows, and assessment plans; identify and suggest improvements.
• Collect demographic and other required data and ensure grant reports are accurate, complete, and submitted on time.
• Coordinate grant-related meetings, events, and stakeholder collaborations; maintain agendas, minutes, and other progress-reporting documentation.
• Attend meetings required by grant funding organizations and prepare presentations and reports for faculty and leadership on grant outcomes and impact.
• Provide administrative assistance to the Program Director, including drafting reports and correspondence.
• Coordinate with department and school education staff on activities involving medical students, psychiatry residents, and fellows.
• Participate in rotation of in-person and telephone coverage for the department’s Education and Administrative office.

Benefits

• Health, dental, and vision insurance coverage beginning on day one.
• Health expense accounts with employer contributions for employees participating in a qualifying health plan.
• Employer-paid life insurance and long-term disability insurance.
• Additional voluntary insurance plans.
• Accruing paid vacation and sick time beginning upon hire.
• Ten paid holidays.
• One paid discretionary day after six months of employment.
• Paid time off for bereavement, jury duty, military service, and parental leave after 12 months of employment.
• Retirement program with an employer contribution and additional voluntary 457 or 403b retirement programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed