Fellowship Program Coordinator

University of Colorado Anschutz Medical Campus

Department:
Psychiatry/Office of Education and Training

Job Title:

Fellowship Program Coordinator

Position #:  

- Requisition #: 39136

Job Summary:

The Department of Psychiatry has an opening for a full-time (1.0 FTE) entry level University Staff (unclassified) Fellowship Program Coordinator. The Fellowship Program Coordinator for Child and Adolescent Psychiatry is responsible for managing all aspects of the accredited fellowship training program and their approximate 16 trainees. This position represents their training programs on behalf of the University GME office, the Dept of Psychiatry, the School of Medicine and the University of Colorado.

The Fellowship Program Coordinator is responsible for exercising discretion, analytical skill, personal accountability, and responsibility in a wide range of areas including academic, administrative, managerial and student services functions.

Key Responsibilities:

Child and Adolescent Psychiatry Fellowship Coordinator:

* Work with the faculty program director to implement the department goals and objectives for the graduate medical education programs.

* Coordination of fellowship recruitment which includes:

o Invite applicants and create interview schedule.

o Arrange for sufficient faculty and fellows to conduct interviews.

o Communicate with faculty regarding introductions of their clinical or research areas.

o Arrange for official functions.

o communicate with applicants regarding the schedule and other pertinent information.

o Maintain and submit match data.

o Use ERAS and Thalamus for fellow recruitment.

* Provide scheduling support for the CAP track interviews for the general residency, including scheduling child faculty and program director for general residency track interview dates.

* Human resources-related functions such as:

o Rotation and conference schedules.

o Electronic and other record keeping.

o Official correspondence.

o Fellow examination and evaluation.

o CBME, GME, ABPN, RRC and ACGME compliance.

o Program and faculty evaluation.

o I-9 paperwork and any other human resources related tasks required by the department or GME.

* Responsible for managing the allocation of stipends for trainees across funding sites to ensure that allocations are used correctly and effectively.

* Work with program director to ensure program has proper funding and complete funding request paperwork if needed.

* Lead the program ACGME accreditation process; plan, prepare for, and manage program internal reviews and site visits.

* Ensure compliance with all governing rules and regulations including audit findings.

* Update yearly Web Ads and milestones evaluations for ACGME.

* Coordinate information and rotation sites. Communicate with sites yearly around availability for fellows schedules and final schedules for the next year.

* Ensure schedules are properly entered into Med Hub and make updates as needed to schedules during the academic year.

* Disseminate and provide ABPN, CBME, ACGME/RRC, University, GME, department and program policy interpretation/direction to trainees, faculty, and staff in affiliated hospital clinics.

* Update the yearly program manual and policies for the fellowship per GME guidelines.

* Plan, organize, and manage fellowship projects to ensure compliance with all internal and external policies and procedures that govern the fellowship training programs. This includes compliance with ACGME, GME and RRC policies.

* Coordinate fellow outcome assessments and database management.

* Assist with proctoring annual required training exams.

* Assist program director with sensitive or confidential information regarding fellows.

* Manage issues and monitor the progress and performance of the fellows which requires interpretation, advisement and enforcement of applicable rules and regulations.

* Utilize technology extensively to support and implement fellowship program services.

* Support weekly didactics by setting up room technology and being available to faculty and fellows for any needs they have.

* Stay up to date with CUGME and ACGME requirements, national and regional trends, and issues related to graduate medical education. Understand the program requirements and notify the program director of new changes to GME or ACGME program requirements.

* Develop, implement, and evaluate new program goals and objectives, guidelines, policies, and competencies per accreditation requirements.

* Update the program manual yearly and post to Med Hub by the June deadline.

* Perform analysis and prepare reports for the program director, department, and others, such as ACGME studies, program evaluation reviews, fellow exams/assessments, retreats, and audits.

* Represent the University and the Department at national and local functions including workshop presentation and recruitment efforts.

* Serve as the liaison to the CU Graduate Medical Education Office. Serve on committees as appropriate and assigned.

* Plan all events and catering needs (recruitment lunches and…