Residency Program Coordinator - Psychiatry Administration

Mount Sinai Morningside; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Mount Sinai Morningside seeks an experienced Residency Administrative Coordinator to manage the resident/fellow interview process and program records. You will coordinate ERAS documentation, visa support for international applicants, and orientation activities while ensuring compliance with AMA and ACGME guidelines.

Responsibilities include scheduling, data management in New Innovations, and supporting faculty with didactic calendars and rotations.

Qualifications

• Bachelor's degree or equivalent experience.
• 3 years administrative experience in a medical and/or academic setting.
• Certified as TAGME (Training Administrators of Graduate Medical Education) preferred.

Responsibilities

• Coordinates all aspects of the resident/fellow interview process including scheduling interview dates, corresponding with potential applicants, confirming meetings and appointments and ensuring applicant credentials are in compliance with current guidelines.
• Coordinates with House Staff Affairs and Human Resources to ensure completion of documents received from ERAS for appointment of house staff applicants, and follows up on missing credentials.
• Implements modules of New Innovations residency management software, including data management, reporting, and training for faculty and residents.
• Coordinates Orientation Day for new house staff and revisions to program manual and clearance processes.
• Serves as resource for all house staff personnel; communicates appointment conditions to candidates; assists international applicants with J1/H1 visas and related document submissions.
• Prepares resident/fellow schedules, including didactic lectures, grand rounds, and events; coordinates with lecturers and audiovisual needs.
• Oversees residency/fellowship program records, verification requests, and compliance with retention schedules.
• Ensures duty hour reports, evaluations, and moonlighting policies are tracked; manages participation in activities and NRMP submissions.
• Maintains attendance records, curriculum, competency goals, and residency training manuals.

Skills

Interview coordination

Documentation management

Administrative support

Regulatory compliance

Education

Bachelor's degree or equivalent experience

Tools

New Innovations

AMA tracking system

Job description

Description

Job Description

Responsibilities

• Coordinates all aspects of the resident/fellow interview process including scheduling interview dates, corresponding with potential applicants, confirming meetings and appointments and ensuring applicant credentials are in compliance with current guidelines.
• Coordinates with House Staff Affairs and Human Resources to ensure completion of documents received from ERAS (Electronic Residency Application System) for appointment of house staff applicants. Follows up with applicants regarding missing credentials in order to expedite the processing of appointments, reappointments. Also monitors licensing requirements.
• Implements all required modules of the New Innovations residency management software, to include the management and reporting of data as well as user training for program faculty and residents/fellows. Is also responsible for collecting demographic information and updating the American Medical Association (AMA) tracking system and maintaining complete demographic information in New Innovations.
• Coordinates Orientation Day for new house staff inclusive of revisions to the Residency Training Program Manual, Security and Human Resources clearance, subscription forms and society membership applications etc.
• Serves as resource for all house staff personnel. Notifies residents/fellows of orientation, rotation schedules, encompassing vacations, conferences and approved leaves of absence while ensuring compliance within current guidelines. Communicates conditions of house staff appointment to candidates at or before the time of interview. Assists in resolving problems and concerns. Assists international applicants with J1 and H1 VISA and submits required documents to ECFMG, NYS Education department, International Personnel in Human Resources and House Staff Affairs.
• Prepares resident/fellow schedules, which includes didactic lecture series, grand rounds and calendar of events. Corresponds with lecturers and coordinates lecture dates, topics and audiovisual needs.
• Provides administrative oversight for all residency and fellowship programs including, but not limited to, the following: handling inquiries, sorting correspondence, setting up folders, maintaining residency program files in accordance with records retention schedules, assisting in requests for verification of residency training, and maintaining calendar of applicant appointments and meetings.
• Ensures compliance with departmental policies and procedures and also ensures compliance with all residency/fellowship program requirements. This includes, but is not limited to submitting duty hour reports to the Compliance Office, collecting and tracking evaluations of the residents, faculty and program, and ensuring compliance regarding any house staff moonlighting or other professional activities outside the scope of the program.
• Arranges for resident/fellow participation in activities within and outside the program, such as Core Curriculum, Chief Residents Retreat, research days, Morchand Center Clinical Skills Examination, and House Staff Council Organizes rank order list meeting for the Resident Selection Committee and ensure accurate rank order list submission to the National Resident Matching Program (NRMP website).
• Maintains and monitors records of resident attendance for all required educational Activities, Including Conferences And Other Didactic Experiences. Maintains The residency curriculum, including competency-based goals and objectives for each assignment and each level of training. Creates and edits departmental residency training manual.
• Ensures current and complete data resident procedural experience, including those recorded in ACGME Case Logs and the New Innovations Procedure Logger module.
• Collects a summative, competency-based evaluation and a list of all rotations completed from the previous program of any resident who transfers into the program, including those who complete one year of preliminary training before entering an advanced residency program. Provides these materials to the new program for any resident who transfers out of Mount Sinai.
• Develops and maintains program letters of agreement for all required rotations at outside institutions.
• Prepares for Internal Reviews of the program as directed by the GME Office.
• Performs other related duties.

Qualifications

• Bachelors degree or equivalent experience.
• 3 years administrative experience in a medical and/or academic setting.
• Certified as TAGME (Training Administrators of Graduate Medical Education) preferred

Employer Description

Strength through Unity and Inclusion

The Mount Sinai Health System is committed to