Program Coordinator, CAP Fellowship

About

Charles R. Drew University of Medicine and Science (cdrewu.edu) is located in the Watts-Willowbrook area of south Los Angeles and was founded in 1966 in response to inadequate medical care in the region. The university was established to provide equitable medical education opportunities for underrepresented students and is deeply invested in the local and regional community. CDU leads multiple partnerships and programs to offer equitable healthcare resources in various south Los Angeles neighborhoods.

About The Position

The CAP Fellowship Program Coordinator manages the day-to-day operations of the Child and Adolescent Psychiatry (CAP) Fellowship Training Program. This role serves as a vital liaison between fellows, faculty, staff, the Graduate Medical Education (GME) office, and the Accreditation Council for Graduate Medical Education (ACGME). The Coordinator supports the program director in accreditation processes and fellow support, while also collaborating with the research team on clinical studies.

Responsibilities

• Assists with IRB submissions, administers informed consents, manages research surveys and data, and helps prepare NIH progress reports.
• Develops a strong understanding of ACGME program requirements, policies, and procedures, and is officially recognized as a 'Program Coordinator' by the ACGME.
• Liaises with the Program Leadership on program evaluation, remediation of deficiencies, and development of "best practices" to ensure compliance with accreditation standards.
• Consults with Program Director (PD) and advises on issues concerning fellow selection, appointment, reappointment, and termination requirements and policies.
• Pairs with PD and faculty to ensure efficient and effective fellowship candidate interview processes; advises fellow-candidates on fellow selection process.
• Aids PD in responding to and resolving fellow issues and program administrative problems; supports PD in designing processes to address identified problems.
• Organizes fellowship program administrative workload, monitors status of work in progress, and keeps the PD informed of activity priorities and deadlines.
• Supports PD and faculty in the development of program curriculum, including integration and evaluation of core competencies into all educational activities.
• Maintains a strong understanding of ACGME work hours policies and ensures timely logging of duty hours in New Innovations Residency Management System.
• Maintains accurate logging of fellows' procedural, operative and patient care experiences and brings deficiencies to the attention of PD and faculty for correction.
• Monitors fellow attendance and submits bi-weekly computerized payroll.
• Maintains fund of knowledge related to changes and current trends within the specialty of the fellowship program, ACGME, and other related entities; applies current information to daily work routine; provides guidance to faculty regarding new information.
• Acts as liaison with Medical Board of California to ensure residents' timely acquisition of the California medical license and DEA (Drug Enforcement Authorization).
• Designs and implements processes to facilitate problematic licensure applications.
• Attends annual professional conferences to improve knowledge and skills in graduate medical education standards and best practices.
• Serves as liaison between fellowship program and GME office as well as various agencies, organizations, and groups such as clinical partners.
• Manages computerized information systems related to collecting and storing program data, generating management reports and documentation.
• Maintains fellow-related human resources functions including contracts, on-boarding functions, leave and disability documentation, promotion, and termination documentation.
• Monitors work environment stress, and facilitates referrals to internal and external psychosocial support professionals.
• Supports fellow well-being.
• Performs other duties as assigned.

Qualifications

• Education and training in graduate medical education, T-AGME certification preferred but not required.
• Two years administrative experience required in graduate medical education (preferred), or healthcare administration, healthcare regulatory compliance, or academic medicine.
• Familiarity with videoconferencing tools such as Webex and Zoom, and planning tools such as Doodle Poll is also a plus.

Skills

• Knowledge of the ACGME accreditation standards and processes, including core principles of graduate medical education.
• Experience in heavy volume project management.
• Understanding of human resources processes.
• Detailed knowledge of the ACGME accreditation standards and processes, including core principles of graduate medical education.
• Superior organizational and project management abilities.
• Facility in mastering new computer software programs.
• Excellent problem-solving and critical thinking abilities.
• Excellent verbal and written communication skills.
• Excellent interpersonal, leadership and communication skills.
• Ability to follow oral and written instructions.
• Ability to coordinate, implement, and schedule various activities.
• Strong attention to details.
• Ability to multi-task, prioritize, and manage time efficiently.
• Ability to maintain accurate records and data inventories.
• Proficient computer skills, including MS Word, Excel, and PowerPoint as well as able to utilize electronic health records with appropriate training.