Residency & Fellowship Coordinator, Psychiatry & Behavioral Sciences

SUNY Downstate Health Sciences University•Brooklyn, NY

1d•Onsite

About The Position

The Department of Psychiatry and Behavioral Sciences at SUNY Downstate Health Sciences University is seeking a full-time Senior Staff Assistant, Residency/Fellowship Program Coordinator. The Residency/Fellowship Program Coordinator works directly with program leadership, the Department Chair and Department Administrator to manage various educational programs and specific operations of the department.

Requirements

Bachelor's Degree.
3 to 5 years of academic medical education experience.
Knowledge of accreditation guidelines
strong written and oral communication skills
strong organizational and interpersonal skills
critical thinking skills
ability to work on multiple projects simultaneously
ability to manage and complete projects is vital.
Or, a satisfactory equivalent combination of experience, education and training to the above.

Nice To Haves

Master's Degree.
TAGME Certification.
Solid experience/knowledge of MS Office Suite, Teams, Zoom, New Innovations, Thalamus, Amion, ERAS, WebADS.

Responsibilities

Assist program leadership with the management of various graduate medical education programs within the department of Psychiatry and Behavioral Sciences which may include the Adult Psychiatry residency training program, Geriatrics Psychiatry, Child and Adolescent Psychiatry and Consultation and Liaison Fellowship programs.
Be the first point of contact for prospective applications, professional organizations, institutional GME, and anyone else needing Information or assistance from the residency program.
Serve as the liaison in many ways, including between program director(s) & trainees, trainees & faculty, various administrative staff, etc.
Meet deadlines & coordinate the routine & ongoing responsibilities of the residency training office (RTO), such as and not limited to, semiannual resident reviews, data collection & maintenance of documentation required for accreditation, recruitment, appointments/credentialing, budgeting/payroll, program website maintenance.
Manage day-to-day operations of the residency/fellowship program(s).
Act as the liaison with Internal and external agencies/rotating sites, and local 'out' rotations.
Maintain compliance with internal, external, and national organizations.
Complete trainees' training verifications.
Coordinate the educational functions of the program(s) including the timely dissemination of information and documentation, which Is necessary for the efficient operation of the training program.
Recognize and understand the policies implemented regarding psychiatric residency and fellowship training from both American College of Graduate Medical Education (ACGME) and the American Board of Psychiatry and Neurology (ABPN).
Demonstrate the ability to lead through change and manage up when new requirements for residency training are implemented.
Direct trainees in the successful navigation of the administrative requirements established by institution's GME and ACGME.
Organize documentation, and attend in conjunction with the program director(s) required meetings and reviews for residency management (Clinical Competency Committee, Program Evaluation Meeting), Annual Program and ACGME Site Review.
Manage trainee recruitment, including the setup and coordination of the day, written and telephone communication between the program and applicants, especially using the ERAS and Thalamus software, faculty participant recruitment, and collating data after each recruitment day that then allows the program director(s) to create a rank list for the National Ranking and Matching Program (NRMP).
Be accountable for activities such as interviews, mock boards, teaching didactics responsibilities include but not limited to finding physicians to participate, schedule the residents for participation, coordinate offices etc.
Onboard new trainees, credentialing outside rotators and communication with the GME, Human Resources, Payroll at SUNY, and various rotating sites.
Arrange for the timely distribution of diplomas and all timely communication required by the ABPN program.
In conjunction with the program director(s), maintain electronic Accreditation Database System (ADS), provided by the ACGME to ensure that all data collected regarding the program(s) is/are accurate. This includes scholarly activity, program sites, rotation schedules, and resident milestones entries.
Effectively communicate with program director(s), faculty, trainees, staff, affiliate sites (administrative staff) and other personnel that work for or with the various training programs (ACGME, ADS, etc.). This includes follow up with incomplete requirements, informing Program Director when residents get behind with meeting requirements, and verifying requirements are met before residents' graduate.
Manage the department's New Innovations software which includes entering rotation schedules and assignments, uploading of trainee documents, updating faculty and trainee information, and preparing/running reports.
Educate trainees on such issues as scheduling, rotation requirements, timesheets, benefits, policies and procedures, health clearances, HIPAA, etc.
Be willing to participate in professional development activities such as institutional GME programs, webinars provided by ACGME, reading literature, etc.
Become a member of the American Association of Directors of Psychiatric Residency Training (AADPRT) and attend the annual conference when, and if, funding is available.
Participate in the educational mission of the Department of Medical Education which will include cross coverage of undergraduate medical education when necessary. This will include training in the coordination and scheduling of the third- and fourth-year medical students, external students.
Coordinate all program events to include but not limited to wellness events, retreats, banquets, mock boards, educational/journal club functions.
Administer and oversee the continuous medical education activities such as the staging of grand rounds, tracking and reporting, ensuring activities are accredited and payment of honorariums.
Participate in project and event management such as faculty recruitment and appointment, promotions, and grant submission.
Draft, proofread, and manage correspondence, reports, and presentations.
Take minutes during high-level meetings and summarize decision-making processes.
Complete other tasks and responsibilities as assigned.