Fellowship Program Coordinator (Psychiatry & Behavioral Sciences)

University of Kansas Medical Center; Wichita (KS); Hybrid; USD 39,000 - 52,000; Full time

Job summary

University of Kansas Medical Center in Wichita, KS seeks a Fellowship Program Coordinator to administer three training programs, coordinating schedules, rotations, and evaluations. The role supports the Child & Adolescent Psychiatry Fellowship, Addiction Medicine Fellowship, and KEY STEPS, serving as a liaison among residents, faculty, and external partners.

The coordinator assists with technology-enabled processes, budget monitoring, and event planning, including ceremonies and retreats, while

Qualifications

• Six years relevant work experience.
• Experience using Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Experience with web-based database and administrative systems.

Responsibilities

• Coordinate and distribute all schedules generated by the program, including resident fellows clinical rotations, call schedules, vacation and leave schedules, and conference schedules.
• Assist with physical or virtual room setup for didactics.
• Track ongoing activities of the program office and maintain records of resident fellow training, certification, conference attendance, and resident evaluations.
• Continually assess and evaluate the application of technology to improve efficiency of processes.
• Administer the distribution, collection and tabulation of evaluations to resident fellows and faculty in accordance with the Clinical Competency Committee.
• Conduct general program orientation for new resident fellows at beginning of each academic year, including working with hospital to grant hospital privileges.
• Complete documentation needed for resident fellows graduating from the program.
• Collaborate with the Department Director of Finance and Administration to monitor budget and cost information for items related to the fellowship program to the Program Director.
• Coordinate the graduation ceremony, retreat, and other team building activities, abiding by institutional policies and budgets set for such events.
• Maintain effective working relationships with other coordinators at KU and Via Christi, Wichita Center for Graduate Medical Education (WCGME), and Graduate Medical Education at Via Christi

Skills

Customer service

Initiative

Organization

Teamwork

Communication

Collaboration

Attention to detail

Decision making

Education

Master’s degree in business administration or related field

Tools

MS Office

Web-based databases

Job description

Department: SOM Wichita Psychiatry and Behavioral Sciences ----- Psychiatry & Behavioral Sciences Staff Position Title: Fellowship Program Coordinator (Psychiatry & Behavioral Sciences) Job Family Group: Professional Staff

Job Description Summary: The Fellowship Program Coordinator works under the direction of the Faculty Program Directors to administer training programs. The coordinator assures that the training program is properly organized, well-coordinated, monitored and in compliance. The coordinator provides administrative support to the Program Director that may include utilizing web-based database and administrative systems, coordinating new fellow recruitment, scheduling meetings, organizing day-to-day activities, planning resident events, recording information for reporting and tracking and troubleshooting problems. The coordinator serves as liaison between potential residents, current residents, faculty physicians, other departments, administration and outside institutions on behalf of the residency program. This position supports three training programs, the Child & Adolescent Psychiatry Fellowship, the Addiction Medicine Fellowship, and KEY STEPS. The Child & Adolescent Psychiatry Fellowship is a sub specialty training program residents may apply to following their third year of residency training. The Addiction Medicine Fellowship is a sub specialty training program following completion of a primary residency program. KEY STEPS is a federally funded program that aims to sustainably increase the supply of highly-trained child and adolescent psychiatrists and psychologists, and prepare them to provide integrated mental health care for children, adolescents, and young adults in underserved settings and communities. A cover letter and resume are required to be considered for this position.

Job Description

Program Coordination

• Coordinate and distribute all schedules generated by the program, including resident fellows clinical rotations, call schedules, vacation and leave schedules, and conference schedules
• Assist with physical or virtual room setup for didactics
• Track ongoing activities of the program office and maintain records of resident fellow training, certification, conference attendance, and resident evaluations and review
• Continually assess and evaluate the application of technology to improve efficiency of processes
• Administer the distribution, collection and tabulation of evaluations to resident fellows and faculty in accordance with the Clinical Competency Committee
• Conduct general program orientation for new resident fellows at beginning of each academic year, including working with hospital to grant hospital privileges
• Complete documentation needed for resident fellows graduating from the program
• Collaborate with the Department Director of Finance and Administration to monitor budget and cost information for items related to the fellowship program to the Program Director
• Coordinate the graduation ceremony, retreat, and other team building activities, abiding by institutional policies and budgets set for such events.
• Maintain effective working relationships with other coordinators at KU and Via Christi, Wichita Center for Graduate Medical Education (WCGME), and Graduate Medical Education at Via Christi
• Participate in required residency meetings offered by any of the above
• Attend one annual training conference as funding permits
• Represent the program effectively and professionally as the front line representative of the program to resident fellow applicants who attended medical school both in the US and internationally
• Serve as liaison between the program director and resident fellows, program director and chief residents, residents and faculty, program director and institutional graduate medical education personnel

Data Collection and Reporting

• Utilize database software to track detailed records of resident fellow training for current and former resident fellows to be references for employment certification requests

Program Accreditation

• Prepare documents and reports for reviews by the ACGME, continually maintaining up to date information in the database software
• Stay up to date on all regulatory standards and ACGME requirements for the program
• Coordinate necessary committee meetings as directed by the ACGME and program director

Resident Recruitment Coordination

• Screen applicants in the Electronic Residency Application service (ERAS) according to preset guidelines to advise to the Program Director which candidates are qualified for on-site interviews
• Manage communication and interview schedule with applicants selected to interview, and schedule their itinerary, including travel, faculty interviews, resident hosts, tours, and any other activities
• Submit match list under direction from the Program Director
• Maintain appropriate information on department website to enhance the recruitment of quality residents and provide materials needed for applicants

Grant Management

• Monitor progress of grant activities, ensuring milestones and objectives are achieved.
• Create and manage effective systems and processes in coordination with Program Director and Key Personnel, e.g., databases, spreadsheets, workflows, and assessment plans as needed, including identifying and suggesting process improvements when needed.
• Collect demographic and other required data for reporting purposes.
• Ensure accuracy, completeness, and timely submission of all required grant reports.
• Manage and coordinate meetings, events, and stakeholder collaborations as needed to accomplish grant-funded activities.
• Maintain agendas, minutes and any other documentation required for grant progress reporting.
• Attend meetings as required by grant funding organizations.
• Prepare presentations and reports for faculty and leadership to demonstrate the impact and outcomes of grant-funded initiatives.

Other department support

• Provide administrative assistance to Program Director as directed, including drafting reports and program correspondences
• Coordinate with other department and school education staff in activities involving the medical students, psychiatry residents, and resident fellows as needed
• Participate in rotation of in person and phone coverage for the Education and Administrative office in the department

This position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

Work Environment

This position may be eligible for a hybrid work schedule after 6 months. Incumbent will work remotely and on campus based on a set departmental schedule based on management approval.

Required Qualifications

Work Experience

• Six years relevant work experience.
• Education may be substituted for experience on a year for year basis.
• Experience using Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Experience with web-based database and administrative systems.

Preferred Qualifications

Education

• Master’s degree in business administration or a related field

Licenses/Certifications

• Training Administrators of Graduate Medical Education certification (C-TAGME)

Work Experience

• Experience in an educational and / or medical office setting
• Experience with Accreditation Council for Graduate Medical Education (ACGME)
• Experience in mental health field
• Experience with event planning
• Experience with coordinating projects

Skills

• Customer service
• Initiative
• Organization
• Team work
• Communication
• Collaborative
• Attention to detail
• Decision making

Required Documents

Resume/CV Cover Letter

Comprehensive Benefits Package

• Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan.
• Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available.
• Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays.
• One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment.
• A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available.
• https://www.kumc.edu/human-resources/benefits.html

Employee Type

Regular

Time Type

Full time

Rate Type

Hourly

Compensation Statement

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above.

Pay Range

Pay Range: $28.20 - $38.35 Minimum $28.20 Midpoint $33.17 Maximum $38.35

Mission

The mission of the University of Kansas Medical Center is to improve lives and communities in Kansas and beyond through innovation in education, research, and health care.

Equal Opportunity Statement

The University of Kansas Medical Center is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, ethnicity, ancestry, age, protected veteran or disability status, marital status, parental status, or genetic information.

http://policy.ku.edu/IOA/nondiscrimination

https://kumc-publicpoliciesandprocedures.policystat.com/policy/8446235/latest/

Disability Preference

Under Kansas state law, certain KUMC positions are subject to disability preference. For positions subject to this requirement, KUMC will offer an interview to a person who has applied for an open position who is qualified, with or without reasonable accommodation, to meet the performance standards of the position and who has presented acceptable proof of disability. If the position you apply for is subject to the disability preference requirement, you will be asked to provide information in support of your request for disability preference when you complete the application for employment.

https://civilrights.ku.edu/annual-security-and-fire-safety-report

https://www.e-verify.gov/sites/default/files/everify/posters/EVerifyParticipationPoster.pdf

https://www.laborposters.org/federal/1606-federal-pay-transparency-poster.htm