Residency/Fellowship Admin II

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

Full-time, scheduled weekly hours: 40

Compensation Range: $25.14 - $35.24 per hour

Responsibilities

• Serves as an education coordinator and member of the education team providing oversight for the Psychiatry Education Division’s clinical and education programs, including managing all phases of the administrative, recruitment, and orientation program activities/functions associated with the General Psychiatry Residency Program.
• Acts as a liaison with learners, faculty, and other staff members, providing additional administrative oversight to Psychiatry training programs.
• Ensures internal practices comply with university policies, regulations, and procedures.
• Administrative Coordinator – General Residency Psychiatry Program:
  • Manages day-to-day administrative aspects of the General Psychiatry Residency Program in collaboration with the Program Director, Associate Program Director, and Education Administrator to ensure all Graduate Medical Education (GME) requirements are fulfilled.
  • Supports up to 32 general psychiatry residents/chiefs throughout the academic year as an integral member of the Residency Administration team.
• Compliance of Residency Program Regulatory and Institutional Requirements:
  • Ensures Residency Program compliance with ACGME and provides accurate data for annual ACGME WebADS submission.
  • Assists in completing data for the Annual Program Evaluation and self-study process.
  • Prepares for and participates in program RRC Site Visits and CLER visits.
  • Oversees and documents resident milestones for Clinical Competency Committee meetings and participates in Program Evaluation Committee meetings.
  • Attends monthly GME meetings to stay current with GME and institutional requirements.
  • Counsels residents on program policies and procedures.
  • Monitors compliance with NYS regulations, JCAHO, IPRO, NYSDOH, and URMC GME office, including:
    • Duty hours to ensure compliance with NYS Code 405/IPRO, including moonlighting and extra shift hours.
    • Resident attendance at mandatory sessions (e.g., Team STEPPS, Patient Care & Safety Survey, RL Solutions, ICare, GME exit survey, RATS, annual health updates, mask fit testing, PPDs).
    • Resident procedures (LPs and handoff/transition of care).
  • Works closely with Administrator and Program Director to maintain current written program policies and procedures for recruitment, appointments, and reappointments as indicated by ACGME, ABPN, and the University.
• Clinical Rotations:
  • Coordinates resident clinical rotation/block schedules and interacts with clinical faculty/administrators to arrange appropriate rotations/elective time.
  • Ensures appropriate faculty and clinics are scheduled to provide excellent clinical experiences for residents.
  • Develops and manages clinical inpatient and outpatient rotations for residents from other departments.
  • Arranges clinical rotations for residents at other universities, processes affiliation agreements, malpractice insurance, and verifies trainee credentials to meet GME requirements.
• Interactions with External Organizations:
  • Engages with organizations such as ACGME, ABPN, NRMP, AAMC, APA, ERAS, ECFMG, and AMA.
• Website Administration:
  • Assists in developing and updating the residency program website.
  • Works with ISD web administrator to create an effective and efficient website to attract highly qualified trainees.
• Database and Reporting:
  • Manages database systems, analyzes and reports results, and ensures completion of various surveys and reports.
  • Compiles reports for department program directors for GME and ACGME (e.g., Quality indicator collection tool, Annual Program Evaluation, SWOT analysis).
  • Manages the web-based ABPN pre-CERT Credentialing system for the Neurology Residency Program, entering data for resident clinical training and evaluations.
• Meetings and Special Events:
  • Coordinates and manages meetings, seminars, retreats, and annual events such as resident/fellow graduation, Department of Psychiatry Trainee Poster Day, and Key Day.
• Verification and Credentialing for Alumni Fellows:
  • Processes verification and credentialing for alumni fellows and faculty, providing supporting documents to state boards and hospitals.
  • Manages and tracks alumni resident, fellow, and faculty history database.
• Residency Recruitment:
  • Manages fellowship recruitment, reviews/screens fellowship applications, and arranges interviews with faculty and fellows.
  • Works with the Program Director and participates in the Fellowship Selection Committee to score and rank applicants.
• Resident Management System (Med Hub):
  • Manages resident and faculty confidential evaluations/reports.
  • Maintains resident demographics, rotations, evaluations, conferences, and training history in Med Hub.
  • Provides summary reports on faculty teaching and annual program evaluations.
• Assists with Education Office events such as Key Day, Trainee Poster Day, and Graduation Dinner.
• Performs other duties as assigned.

Requirements

• Bachelor’s degree (in a related discipline preferred) and 1 year of relevant experience (4 years preferred).
• Undergraduate and/or Graduate Medical Education experience preferred.
• Equivalent combination of education and experience may be considered.

Skills

• Strong organizational, interpersonal, and technical skills.
• Ability to effectively communicate and interact with people across varying backgrounds and cultures.
• Ability to prioritize and handle multiple competing demands while adhering to deadlines.
• Ability to work autonomously and make decisions independently.
• Working knowledge of the following software:
  • Microsoft Office (Word, Excel, PowerPoint, Outlook)
  • 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.

Qualifications

• C-TAGME Certification preferred.