CAP​/PPPP Residency Program Coord - Psychiatry

Overview

Job Summary:

This position supports the Department of Psychiatry and Health Behavior's Child and Adolescent Psychiatry (CAP) Residency Program; as well as the Post Pediatric Psychiatry Portal (PPPP) program. The position handles all administrative support functions for these programs. This position also provides administrative assistance to the Section Chief of Child and Adolescent Psychiatry (CAP Training Director) and CAP faculty and residents.

• Oversees the day-to-day operations of the child and adolescent psychiatry fellowship and PPPP programs; communicates with GME constituents; maintains up to date knowledge of ACGME policies and procedures with complete and detailed understanding of all common and specialty program requirements.
• Works with the Assistant Program Director to develop resident rotations and schedules; maintains schedules and sends updates as needed; manages off site rotation schedules and requirements; evaluates resident morale and responds to concerns as needed.
• Grand Rounds Coordinator: coordinate weekly schedule, technical, and occasionally in-person speakers; create itineraries and travel plans for presenters; publicize presentations; assist with presentation materials; manage room reservations on campus including audio/visual requirements; manage documentation necessary for attendees to receive CEU credits.
• Assist other Administrative Staff as Needed.
• Other Responsibilities As Requested.
• Program Director Support: coordinate/facilitate annual meetings with faculty, residents, site directors regarding the program (Education Policy Committee; Clinical Competency Committee; Faculty Development).
• Annual Residency Program Review: prepare schedules and agendas, collect and organize review data, take minutes, and assist the PD in monitoring/implementing action plans.
• Track post-graduate survey results for the program with summary data tables as needed.
• Program Letter of Agreement: maintain current PLA for every rotation site per ACGME requirements.
• Annual Program Policy Review: assist PD with updating/creating, distributing, interpreting and enforcing program policies.
• Data Management and Reporting: manage residency management system (One-45) to track duty hours and monitor compliance; ensure training on recognizing signs of stress and fatigue; manage evaluations; maintain resident portfolios; ensure compliance with credentialing and related trainings.
• Fiscal Management: forward documentation to business manager for reimbursements; manage resident leave requests.
• Curriculum Management: coordinate resident events; ensure completion of ACGME required components; assist in remediation plans; prepare letters for graduates; maintain residency database/files; staff meetings and development; arrange professional development for faculty as needed.
• Human Resource Management: triage faculty/resident/applicant needs; train staff; maintain confidential files; process and record leave; ensure membership in professional organizations.
• Monthly duties: establish didactic schedule; enter information into data systems; distribute monthly rotation schedule; maintain program documentation for accreditation; coordinate social functions.
• Annually: create annual schedules; coordinate semiannual resident reviews; assist in policy and curriculum updates; organize annual retreats and interviews; manage appointment process for incoming residents; prepare orientation materials; gather alumni feedback; submit annual reports; order equipment; assist in graduation events; schedule internal reviews and prepare documentation for meetings; respond to annual survey concerns; schedule in-service exams.
• Miscellaneous: provide office support for residents; process affiliation agreements; recruitments marketing; maintain program records; coordinate with website team; forward information to the website coordinator.
• Other: attend AU GME Program Coordinator meetings; collaborate on initiatives; participate in conferences; provide resources for career development; support the Program Director; perform other related duties as assigned.

• Educational Requirements:
  
  Bachelor’s degree from an accredited college or university with one year educational program or similar experience OR Associate’s degree with 4 years professional/administrative experience including at least 2 years in an educational program OR High school diploma/GED with 7 years professional/administrative experience including at least 4 years in an educational program.

• Ability to maintain confidentiality
• Excellent interpersonal and written/verbal communication skills
• Strong organizational skills and initiative
• Proficient with Microsoft Office and other computer software/databases

• Shift: Days/M-F
• Pay Band: 9
• Salary Minimum: $20.29/hour - $20.43/hour; salary commensurate with qualifications within established range
• Recruitment Period: 7/23/25
• Benefits: health, dental, life insurance, retirement plans,…