Residency/Fellowship Admin II

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

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:

$24.91 - $34.87

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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 Medical Student Education in Psychiatry and Geriatric Psychiatry Fellowship Programs. Serves as an important liaison with learners, faculty and other staff members. Provides additional administrative oversight to Psychiatry Clerkship and Geriatric Fellowship training program. Ensures internal practices are in compliance with University policies, regulations and procedures.

Essential Functions:

• Administrative Coordinator – Child and Adolescent Psychiatry Fellowship Program Work under the general direction of the Administrator, Psychiatry Education and Fellowship Program Director for the Child and Adolescent Fellowship Program. Direct and manage the academic and day-to-day operational activities for the Child and Adolescent Psychiatry Fellowship Graduate Medical Education Program. The ACGME requires the Child and Adolescent Psychiatry Fellowship program administrator/ coordinator be allocated 0.5 FTE.

 

Compliance of Residency Program Regulatory and Institutional

Requirements:

• 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 Fellowship 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 and fellows on program policies and procedures.
• Oversee GME 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 fellowship activities. Direct and coordinate the recruitment and orientation of new fellowship. 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 fellow clinical rotation/block schedules. Interact with Child and Adolescent Psychiatry clinical faculty/clinical administrators and other department administration to arrange appropriate fellow rotations/elective time. Ensure appropriate faculty and clinics are scheduled in order to provide an excellent clinical experience for fellows. 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 fellowship program website. Work with ISD web administrator to create an effective and efficient website for the Child and Adolescent Fellowship 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 . 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.

Fellowship 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.

Fellow & Residency  Management System (Med Hub): Manage fellow and faculty confidential evaluations/reports. Maintain fellow demographics, rotations, evaluations, conferences and training history in Med Hub. Provide summary reports on faculty teaching and annual program evaluations.

Administrative Coordinator- General Residency Program

• Work under the general direction of the General Psychiatry Residency Program Director, the Manager, GME Programs, to support all aspects of the General Psychiatry Residency in the Department of Psychiatry. Provide support and administrative oversight to the evaluation and examination process, including all required paperwork, procuring and proctoring exams, MedHub and REDCap, and scheduling.
• Examination and Evaluation of Residents: Order PRITE exams, schedule exam and make room reservations; proctor PRITE exam. Manage all aspects of the MedHub system. Manage and track residents' weekly completion of work hours in MedHub system. Maintain residents’ attendance records, tracking vacation, sick days, and education days. Maintain residents’ didactic attendance records. Schedule residents’ 6-month evaluations in December and June. Ensure resident compliance with UHS requirements. Ensure resident compliance with hospital mandatory sessions. Manage and track completion of resident CSVs
• Day-to Day Activities of the Psychiatry Residency Program: Participate in the weekly residency staff meeting and bimonthly GME Coordinator Meetings. Prepare education verification of past trainees. Assist in preparation of paperwork for appointments, reappointments, and terminations. Initiate and prepare purchase requisitions and payments in the P2P system. Coordinate and attend the resident and fellow graduation dinner. Maintain accurate, up-to-date files on each resident. Order graduation certificates (annually). Support the residency program leadership in developing new initiatives linking required and elective components of residency training with the Department’s community-based activities. Work together with other Education Office staff to share expertise and resources related to training-related community activities, including support of multidisciplinary training efforts when appropriate. Establish and maintain good working relationships with residents, Education Office staff members, faculty members, and staff members both within the Department of Psychiatry and the Medical Center. Demonstrate care and consideration around trainee privacy, exercising professionalism in maintaining that privacy and using thoughtful judgement in the protection of sensitive information. Manage database systems by analyzing and reporting results; ensure completion of various surveys and reports. Twice yearly, compile reports for evaluation metrics, resident and faculty evaluations, and site evaluations.
• Moonlighting: Ensure compliance with NYS regulations, JCAHO, IPRO, NYSDOH and URMC GME office with regard to moonlighting, monitoring duty hours to ensure compliance with NYS Code 405/IPRO, and extra shift hours.

Other duties as assigned: Assist with Education Office events: Key Day, Trainee Poster Day, Graduation Dinner

Minimum Education & Experience:

• Bachelor’s degree in related discipline required
•  4 years of relevant experience required and/or Graduate Medical Education is preferred
• or equivalent combination of education and experience

Knowledge, Skills & Abilities:

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

• 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

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.