Medical Education Coordinator

About the Department

The Department of Psychiatry and Behavioral Neuroscience at the University of Chicago has a longstanding commitment to excellence in clinical care, education, and research. Its faculty bring expertise across the psychiatric subspecialties and in behavioral neuroscience, with a shared focus on advancing the understanding and treatment of mental illness.

Research within the Department is broad and multidisciplinary, spanning clinical, translational, and neuroscience research. Areas of expertise include anxiety and mood disorders, autism spectrum disorders, bipolar disorder and schizophrenia, dementia and cognitive disorders, eating and weight disorders (including obesity), substance use disorders, and impulse control and related disorders. This work is carried out through established research programs, including:

• Center for Psychiatric Genetics
• Human Behavioral Pharmacology Laboratory
• Addictive, Compulsive and Impulsive Disorders Research Program
• Eating Disorders Research Program

Many faculty hold appointments in the University of Chicago Neuroscience Institute, and the Department supports NIH-funded T32 training programs in eating disorders and in addictions. Faculty also examine developmental and other factors that influence mental health and treatment response, using approaches such as neuroimaging, genetics and genomics, human behavioral pharmacology, behavioral research, and clinical investigation. Together, these efforts support the Department’s mission to advance psychiatric knowledge, educate the next generation of clinicians and scientists, and improve outcomes for individuals affected by mental illness.

About the Role

The Medical Education Coordinator for the new Medicine Psychiatry Program at UChicago Medicine, with oversight and direction from the Program Directors in Psychiatry and Medicine, is responsible for the operational and financial management of the training program. This position requires a comprehensive and detailed understanding of hospital policies and national requirements for accreditation, as well as a high degree of initiative, independent judgment, and team-building skills. The coordinator will serve as the liaison and bridge across several departments, facilitating communication, coordinating efforts, and ensuring alignment and follow-through among all parties involved.

Responsibilities

• Meets regularly with the Program Director providing guidance regarding program building and significant program issues.
• Interprets ACGME, National, and State accrediting policies to support compliance.
• Administration of Clinical Competency Committee, Program Evaluation Committee, and Residency Selection Committee, Program Administration, and Faculty Meetings by providing agenda and minutes.
• Provides administrative supervision and support to residents.
• Acts as a liaison between residents and administration when needed; ensuring compliance with all ACGME requirements.
• Interacts with both Departments administrations regularly and our GME.
• Initiates and maintains Program Letters of Agreement and all necessary documents for outside rotations.
• Orchestrates recruitment process, information from ERAS, and coordinating events on interview day.
• Performs all Match responsibilities and corresponds with applicants, candidates, and newly matched interns.
• Coordinates orientation for new residents in conjunction with the GME office.
• Manages necessary national database systems with entry and updates of resident information.
• Manages resident tracking, evaluations, procedure logs, duty hours, and current resident files.
• Has access to digital records of past residents for ongoing requests and correspondence.
• Verifies trainees certification for temporary license, tracks and processes initial paperwork for visas.
• Attends mandatory residency coordinator ACGME meeting.
• Distributes monthly resident schedules when necessary to hospital staff.
• Receives, sorts, and responds to incoming program correspondence.
• Facilitates and oversees payments of petty cash under $100 and major purchases over $100.
• Assists in ACGME Self Study, Site Visit, and CLER visit.
• Manages all aspects of Medhub for areas of program and resident compliance in rotation scheduling, duty hours, time off, and evaluations.
• Plans annual department events, graduation, outings, and dinners.
• Informs residents of policy and procedure changes with assistance from GME.
• Updates the annual Residency Brochures and Residency Websites for programs.
• Participates in day-to-day operations of accredited and non-accredited residency and fellowship training programs and ensures compliance with organizations such as the American Council of Graduate Medical Education (ACGME) and Residency Review Committees (RRC).
• Coordinates and interprets requirements of the training program, including accreditation, duty schedules, evaluation process, resident/fellowship recruitment, Match process, orientation, and employee relations.
• Has a moderate/high level of authority in reporting and ensuring compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.
• Performs other related work as needed.

Requirements

• Minimum requirements include a college or university degree in a related field.
• Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Qualifications

• Preferred Education: Bachelor’s degree.
• Preferred Experience:
  • Previous experience within an Academic Medical Center environment.
  • Previous experience in graduate medical education.
• Technical Skills or Knowledge:
  • Proficiency with Microsoft Office applications, particularly Excel and Outlook.
  • Proficiency with Medhub.
• Preferred Competencies:
  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Ability to handle public contacts with courtesy, clarity, and diplomacy.
  • Ability to handle sensitive and confidential situations and information with absolute discretion.
  • Excellent problem-solving skills.
  • Ability to follow an issue through to resolution.
  • Considerable skill in working both independently and as a team member.
  • Proficiency with word processing applications, spreadsheets, and databases.
  • High attention to detail and the ability to perform multiple tasks, and excellent organizational skills.
  • Independence in decision-making and judgment, ability to work with minimal supervision, and function both as a team member and be involved in program problem-solving.

Working Conditions

Office environment.

Pay

Pay range: $60,000.00 - $90,000.00.

Benefits

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.