Residency/Fellowship Admin II

University of Rochester•City of Rochester, NY

8d•$25 - $35•Onsite

About The Position

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive. This role serves as an education coordinator and member of the education team providing oversight for the Psychiatry Education Division’s clinical and education programs. This includes the oversight of managing all phases of the administrative, recruitment, and orientation program activities/functions associated with the General Psychiatry Residency Program. The position serves as an important liaison with learners, faculty, and other staff members. It provides additional administrative oversight to Psychiatry training programs and ensures internal practices are in compliance with university policies, regulations, and procedures.

Requirements

Bachelors degree (in related discipline preferred)
1 year of relevant experience (4 years preferred)
Undergraduate and/or Graduate Medical Education is preferred
Equivalent combination of education and experience
Strong organizational, interpersonal, and technical skills required.
Ability to effectively communicate and interact with people across varying backgrounds and cultures required.
Ability to prioritize and handle multiple competing demands while adhering to deadlines required.
Ability to work autonomously and make decisions independently required.
Understanding and working knowledge of Microsoft Office (Word, Excel, Power Point, Outlook).
Understanding and working knowledge of Adobe Acrobat.
Understanding and working knowledge of MyPath; HRMS.
Understanding and working knowledge of Kentico Website Management System.
Understanding and working knowledge of PDWS/ ERAS; ACGME WebADS; ABPN Pre-Certification Systems, NRMP System, Thatamus System.
Understanding and working knowledge of P2P Procurement / Workday.
Understanding and working knowledge of Med Hub – Trainee/Program management system.
Access to reliable/efficient transportation required.

Nice To Haves

C-TAGME Certification preferred

Responsibilities

Manage the day-to-day administrative aspects of the General Psychiatry Residency Program to assure all Graduate Medical Education (GME) requirements are fulfilled.
Support up to 32 general psychiatry residents/chiefs throughout the academic year as an integral member of the Residency Administration team.
Ensure Residency Program compliance with ACGME, including providing accurate data for annual ACGME WebADS submission and assisting with the Annual Program Evaluation and self-study process.
Assist in all aspects of preparation and completion of program RRC Site Visits and CLER visits.
Oversee and participate in Residency Program Meetings, including providing documentation of resident milestones for the Clinical Competency Committee meetings and preparing minutes for the Program Evaluation Committee meetings.
Attend monthly GME meetings to stay current with GME and institutional requirements.
Counsel residents on program policies and procedures.
Oversee residency program compliance with NYS regulations, JCAHO, IPRO, NYSDOH, and URMC GME office, including monitoring duty hours, resident attendance at mandatory sessions, resident procedures, and maintaining written program policies and procedures.
Identify, evaluate, and supervise all resident activities.
Direct and coordinate the recruitment and orientation of new residency classes.
Develop, implement, and evaluate educational and credentialing activities.
Represent the education division in interactions with the Graduate Medical Education office, Strong Memorial Hospital, and other departments.
Coordinate resident clinical rotation/block schedules, interacting with clinical faculty/administrators to arrange appropriate rotations and elective time.
Ensure appropriate faculty and clinics are scheduled to provide an excellent clinical experience for residents.
Develop and manage clinical inpatient and outpatient rotations for residents from other departments.
Arrange clinical rotations for residents at other universities and process affiliation agreements, malpractice insurance, and verify trainee credentials.
Interact with external organizations such as ACGME, ABPN, NRMP, AAMC, APA, ERAS, ECFMG, and AMA.
Assist in development and provide updates to the residency program website, working with ISD web administrators to create an effective website.
Manage database systems, analyze and report results, and ensure completion of various surveys and reports.
Compile reports for GME and ACGME, including quality indicator collection, Annual Program Evaluation (APE), and SWOT analysis.
Manage web-based ABPN pre-CERT Credentialing system for the Neurology Residency Program, entering data for resident evaluations and maintaining the database for credentialing residents for the ABPN certifying board exam.
Help to coordinate and manage meetings, seminars, retreats, and other annual events, including resident/fellow graduation, Department of Psychiatry Trainee Poster Day, and Key Day.
Process verification/credentialing for alumni fellows and faculty, providing supporting documents to state boards and hospitals.
Manage and track alumni resident, fellow, and faculty history database and maintain the Alumni database system.
Manage fellowship recruitment, review/screen applications, and arrange interviews.
Participate in the Fellowship Selection Committee to score and rank applicants.
Manage resident and faculty confidential evaluations/reports in the Resident Management System (Med Hub).
Maintain resident demographics, rotations, evaluations, conferences, and training history in Med Hub.
Provide summary reports on faculty teaching and annual program evaluations.
Assist with Education Office events such as Key Day, Trainee Poster Day, and Graduation Dinner.