Residency/Fellowship Admin II

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Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

500141 Psychiatry SMH Residency Prog

Work Shift:

UR - Day (United States of America)

Range:

UR URG 108 H

Compensation Range:

$25.14 - $35.24

Responsibilities:

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 General Psychiatry Residency Program. Serves as an important liaison with learners, faculty and other staff members. Provides additional administrative oversight to Psychiatry training programs. Ensures internal practices are in compliance with university policies, regulations and procedures.

Essential Functions:

Administrative Coordinator – General Residency Psychiatry Program

• In collaboration with the Program Director, Associate Program Director and Education Administrator, the Residency Coordinator manages the day-to-day administrative aspects of the General Psychiatry Residency Program to assure all Graduate Medical Education (GME) requirements are fulfilled. This position works as an integral member of the Residency Administration team and is responsible for supporting up to 32 general psychiatry residents/chiefs throughout the academic year.

Compliance of Residency Program Regulatory and Institutional Requirements:

• Ensure Residency Program compliance with ACGME.  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.
• Oversee and participate in Residency Program Meetings: 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 on program policies and procedures.
• Oversee residency program compliance (at the department level) with NYS regulations, JCAHO, IPRO, NYSDOH and URMC GME office. This includes:  monitoring 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 resident activities. Direct and coordinate the recruitment and orientation of new residency class.  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.
• Clinical Rotations:  Coordinate resident clinical rotation/block schedules.  Interact with General Psychiatry clinical faculty/clinical administrators and other department administration to arrange appropriate resident rotations/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 department 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.
• Interact with external organizations:  Accreditation Council for Graduate Medical Education (ACGME); American Board of Psychiatry and Neurology (ABPN); Psychiatry Resident and Fellow Matching Program (NRMP);  Association of American Medical Colleges (AAMC); American Psychiatric Association (APA); Electronic Residency Application Service (ERAS), Education Council for Foreign Medical Graduates (ECFMG), American Medical Association (AMA).
• Website Administration:  Assist in development of website updates. Provide updates to residency program website.  Work with ISD web administrator to create an effective and efficient website for the General Psychiatry Residency 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 for Neurology Residency Program.  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. 
• Meetings/Special Events:  Help to coordinate and manage meetings, seminars, retreats and other annual events.  This includes resident/fellow graduation for approximately 125 guests, Department of Psychiatry Trainee Poster Day, and Key Day.
• Verification/Credentialing for Alumni Fellows:  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.
• Residency Recruitment:  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.
• Resident Management System (Med Hub):  Manage resident and faculty confidential evaluations/reports.  Maintain resident demographics, rotations, evaluations, conferences and training history in Med Hub.  Provide summary reports on faculty teaching and annual program evaluations.
• Other duties as assigned:  Assist with Education Office events: Key Day, Trainee Poster Day, Graduation Dinner

Minimum Education & Experience:

• Bachelors degree (in related discipline preferred) and 1 year of relevant experience (4 years preferred).
• Undergraduate and/or Graduate Medical Education is preferred
• Or equivalent combination of education and experience.

Knowledge, Skills & Abilities:

• 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.

Should have an understanding and working knowledge of the following software essential to this position:

• Microsoft Office (Word, Excel, Power Point, Outlook)
• Adobe:  Adobe Acrobat
• MyPath; HRMS
• Kentico Website Management System
• PDWS/ ERAS; ACGME WebADS; ABPN Pre-Certification Systems, NRMP System, Thatamus System
• P2P Procurement / Workday
• Med Hub – Trainee/Program management system
• Access to reliable/efficient transportation required

Licenses and Certifications: 

• C-TAGME Certification preferred

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.