Sr. Residency/Fellowship Administrator Psychiatry Child & Adolescent Fellowship, General Residency

University of Rochester•City of Rochester, NY

2d•$56,500 - $79,100•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 managing all phases of administrative, recruitment, and orientation program activities/functions associated with the Child and Adolescent Psychiatry Fellowship, with assistance to the General Residency Program. The position acts as an important liaison with learners, faculty, and other staff members, ensuring internal practices comply with University policies, regulations, and procedures.

Requirements

Bachelor’s degree in related discipline required
At least one year of relevant experience in Undergraduate and/or Graduate Medical Education is preferred or equivalent combination of education and experience 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
Understanding and working knowledge of HRMS
Understanding and working knowledge of Kentico Website Management System
Understanding and working knowledge of PDWS/ ERAS
Understanding and working knowledge of ACGME WebADS
Understanding and working knowledge of ABPN Pre-Certification Systems
Understanding and working knowledge of NRMP System
Understanding and working knowledge of Thatamus System
Understanding and working knowledge of P2P Procurement / Workday
Understanding and working knowledge of Med Hub – Trainee/Program management system

Nice To Haves

C-TAGME Certification preferred

Responsibilities

Serve as an education coordinator and member of the education team providing oversight for the Psychiatry Education Division’s clinical and education programs.
Manage all phases of the administrative, recruitment, and orientation program activities/functions associated with Child and Adolescent Psychiatry Fellowship with assistance to the General Residency Program.
Serve as an important liaison with learners, faculty and other staff members.
Ensure internal practices are in compliance with University policies, regulations and procedures.
Direct and manage the academic and day-to-day operational activities for the Child and Adolescent Psychiatry Fellowship Graduate Medical Education Program.
Provide Administrator and Program Director with accurate data necessary for completion of annual ACGME WebADS submission.
Assist Administrator and Program Director in completing the data for the Annual Program Evaluation and self-study process.
Work with Administrator and Program Director in all aspects of preparation and completion of program RRC Site Visits and CLER visits.
Provide appropriate documentation of resident milestones for the Clinical Competency Committee meetings.
Participate in the Program Evaluation Committee meetings and prepare meeting minutes.
Attend monthly GME meetings to keep current with GME and institutional requirements.
Counsel residents and fellows on program policies and procedures.
Oversee GME program compliance (at the department level) with NYS regulations, JCAHO, IPRO, NYSDOH and URMC GME office.
Monitor duty hours to ensure compliance with NYS Code 405/IPRO, including moonlighting and extra shift hours.
Monitor/track resident attendance at mandatory sessions required by University/Hospital GME and Dr. Panzer (Team STEPPS, Patient Care & Safety Survey, RL Solutions for reporting adverse events and near misses, ICare, GME exit survey, RATS, Annual health updates, mask fit testing, PPDs).
Monitor resident procedures (LPs and handoff/transition of care).
Work closely with Administrator and Program Director to keep current with all written program policies and procedures for recruitment, appointments, reappointments as indicated by the ACGME, ABPN and the University.
Identify, evaluate and supervise all fellowship activities.
Direct and coordinate the recruitment and orientation of new fellowship.
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 fellow clinical rotation/block schedules.
Interact with Child and Adolescent Psychiatry clinical faculty/clinical administrators and other department administration to arrange appropriate fellow rotations/elective time.
Ensure appropriate faculty and clinics are scheduled in order to provide an excellent clinical experience for fellows.
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 in order to meet the GME requirements for residents to rotate at UR.
Assist in development of website updates.
Provide updates to fellowship program website.
Work with ISD web administrator to create an effective and efficient website for the Child and Adolescent Fellowship program to attract highly qualified trainees for our Education programs.
Manage database systems; analyze and report results; ensure completion of various surveys and reports.
Compile reports on behalf of department program directors for GME and ACGME. (Quality indicator collection tool, Annual Program Evaluation (APE), and SWOT analysis (GME program outcomes)).
Manage web-based ABPN pre-CERT Credentialing system.
Enter appropriate data for resident clinical training and clinical skills evaluations; monitor and maintain the ABPN database for credentialing residents to sit for the ABPN certifying board exam.
Help to coordinate and manage meetings, seminars, retreats and other annual events.
Process verification/credentialing for alumni fellows and faculty.
Provide supporting documents to various state boards and hospitals.
Manage/track alumni resident, fellow and faculty history database of past training/appointments at the University.
Maintain Alumni database system.
Manage fellowship recruitment, review/screen fellowship applications.
Interact with faculty and fellows to arrange interviews for appropriate applicants.
Work with the Program Director and participate in the Fellowship Selection Committee to score and rank applicants.
Manage fellow and faculty confidential evaluations/reports.
Maintain fellow demographics, rotations, evaluations, conferences and training history in Med Hub.
Provide summary reports on faculty teaching and annual program evaluations.
Support all aspects of the General Psychiatry Residency in the Department of Psychiatry.
Provide support and administrative oversight to the evaluation and examination process, including all required paperwork, procuring and proctoring exams, MedHub and REDCap, and scheduling.
Order PRITE exams, schedule exam and make room reservations; proctor PRITE exam.
Manage and track residents' weekly completion of work hours in MedHub system.
Maintain residents’ attendance records, tracking vacation, sick days, and education days.
Maintain residents’ didactic attendance records.
Schedule residents’ 6-month evaluations in December and June.
Ensure resident compliance with UHS requirements.
Ensure resident compliance with hospital mandatory sessions.
Manage and track completion of resident CSVs.
Participate in the weekly residency staff meeting and bimonthly GME Coordinator Meetings.
Prepare education verification of past trainees.
Assist in preparation of paperwork for appointments, reappointments, and terminations.
Initiate and prepare purchase requisitions and payments in the P2P system.
Coordinate and attend the resident and fellow graduation dinner.
Maintain accurate, up-to-date files on each resident.
Order graduation certificates (annually).
Support the residency program leadership in developing new initiatives linking required and elective components of residency training with the Department’s community-based activities.
Work together with other Education Office staff to share expertise and resources related to training-related community activities, including support of multidisciplinary training efforts when appropriate.
Establish and maintain good working relationships with residents, Education Office staff members, faculty members, and staff members both within the Department of Psychiatry and the Medical Center.
Demonstrate care and consideration around trainee privacy, exercising professionalism in maintaining that privacy and using thoughtful judgment in the protection of sensitive information.
Manage database systems by analyzing and reporting results; ensure completion of various surveys and reports.
Twice yearly, compile reports for evaluation metrics, resident and faculty evaluations, and site evaluations.
Ensure compliance with NYS regulations, JCAHO, IPRO, NYSDOH and URMC GME office with regard to moonlighting, monitoring duty hours to ensure compliance with NYS Code 405/IPRO, and extra shift hours.
Assist with Education Office events: Key Day, Trainee Poster Day, Graduation Dinner