Fellowship Programs Coordinator - Hybrid/Remote

The University of Kansas Health System; Wichita (KS); Hybrid; USD 39,000 - 53,000; Full time

Job summary

The University of Kansas Health System in Wichita is seeking a Fellowship Program Coordinator for Psychiatry & Behavioral Sciences to administer and coordinate three training programs, including Child & Adolescent Psychiatry and Addiction Medicine fellowships. The role supports curriculum, scheduling, compliance, recruitment, and grant management.

The position requires coordinating with faculty, residents, and hospital administration, managing records, and ensuring ACGME standards are met.

Qualifications

• 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.

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 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
• 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 ERAS applicants according to preset guidelines to advise 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
• Submit match list under direction from the Program Director
• Maintain appropriate information on department website to enhance 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
• 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
• 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

Skills

Customer service

Initiative

Organization

Team work

Communication

Collaborative

Attention to detail

Decision making

Education

Master's degree in business administration or related field

Tools

Microsoft Office

Web-based databases

Job description

The University of Kansas Health System in Wichita is seeking a Fellowship Program Coordinator for Psychiatry & Behavioral Sciences to administer and coordinate three training programs, including Child & Adolescent Psychiatry and Addiction Medicine fellowships. The role supports curriculum, scheduling, compliance, recruitment, and grant management.

The position requires coordinating with faculty, residents, and hospital administration, managing records, and ensuring ACGME standards are met.