Program Coordinator - Department of Psychiatry and Behavioral Sciences

About the role

Reporting to the Associate Director of Education, the Psychiatry Residency Program Coordinator supports the day-to-day operations, accreditation activities, and educational mission of the Boise Psychiatry Residency Program. By coordinating administrative processes, supporting residents and faculty, and fostering strong partnerships across the University of Washington, Boise VA, and affiliated training sites, this position helps ensure an exceptional training experience and contributes to the development of WWAMI’s future psychiatry workforce.

Responsibilities

• Program Operations and Coordination (35%): Coordinate day-to-day residency program activities, including managing schedules and calendars, maintaining program documentation, tracking attendance, coordinating didactics and conferences, and supporting ongoing program operations.
• Resident Support and Records Management (15%): Maintain resident files and training records, process verification requests, monitor required training and compliance documentation, and ensure accurate residency program data and records.
• Recruitment and Selection Activities (10%): Coordinate residency recruitment processes, including scheduling interviews, supporting applicant communications, and assisting with recruitment events and related logistics.
• Program Events and Educational Activities (10%): Plan and support educational conferences, resident events, orientation activities, graduation ceremonies, and other program-sponsored activities that enhance the resident experience.
• Onboarding and Offboarding Administration (10%): Support the onboarding of new residents and the offboarding of graduating residents, including coordination of required documentation, systems access, and orientation activities.
• Systems, Database, and Website Administration (8%): Maintain data and information in residency management systems, scheduling platforms, SharePoint sites, Teams groups, websites, and other program tools to ensure accuracy and accessibility.
• Accreditation and Compliance Support (5%): Assist with activities that support program accreditation, regulatory compliance, and institutional requirements, including maintaining documentation and monitoring training requirements.
• Stakeholder Coordination and Administrative Support (5%): Collaborate with faculty, residents, program leadership, UW School of Medicine, the Boise VA, and affiliated training sites to support program administration and ongoing operational needs.
• Continuous Improvement and Professional Development (2%): Participate in process improvement initiatives, program reviews, professional development activities, and other projects that enhance program effectiveness and operational excellence.

Requirements

• High school graduation or equivalent AND two years of experience in graduate medical education or a higher education environment.

Preferred qualifications

• Demonstrated success in management of programs, activities, or units.
• Proficient knowledge of Microsoft Access, PowerBI, and/or other database programs; knowledge of Office 365 suite, including PowerApps and Power Automate, preferred.
• Experience with web editing tools such as WordPress.
• Previous experience working in graduate medical education at the University of Washington.
• Familiarity with ACGME, VA Office of Academic Affiliations (OAA), AAMC, and other accrediting and regulatory bodies that affect resident and fellow education and training.

Working conditions

This position is onsite in Boise, Idaho with hybrid telework eligibility to include 2–3 days per week of remote work possible. Requires travel to UW Seattle several times a year for onboarding, training, and strategic planning.

About the team

The Department of Psychiatry and Behavioral Sciences is the third largest department within the School of Medicine. The department supports over 330 full-time faculty members, 460 courtesy faculty members, and 350 staff, with overall annual operations funding from all sources exceeding $150 million supporting the work of faculty providing clinical services, a highly competitive residency training program, a robust research portfolio, and more.