Program Coordinator, CAP Fellowship

Program Coordinator, CAP Fellowship

The CAP Fellowship Program Coordinator is responsible for managing the day-to-day operations of the Child and Adolescent Psychiatry (CAP) Fellowship Training Program. This role serves as a vital liaison between fellows, faculty, staff, the Graduate Medical Education (GME) office, and the Accreditation Council for Graduate Medical Education (ACGME). The Coordinator supports the program director in accreditation processes and fellow support, while also collaborating with the research team on clinical studies. Responsibilities include assisting with IRB submissions, administering informed consents, managing research surveys and data, and helping prepare NIH progress reports.

In this role, the Coordinator is expected to develop a strong understanding of ACGME program requirements, policies, and procedures, and is officially recognized as a 'Program Coordinator' by the ACGME.

Essential Duties and Responsibilities:

• Manages Fellowship Program operational activities and ensures fellowship program goals and objectives are accomplished.
• Liaisons with the Program Leadership on program evaluation, remediation of deficiencies, and development of "best practices" improvement to ensure compliance with accreditation standards.
• Consults with Program Director (PD) and advises on issues concerning fellow selection, appointment, reappointment, and termination requirements and policies.
• Partners with PD and faculty to ensure efficient and effective fellowship candidate interview processes; advises fellow-candidates on fellow selection process.
• Assists PD in responding to and resolving fellow issues and program administrative problems; aids PD in designing processes to address identified problems.
• Organizes fellowship program administrative workload, monitors status of work in progress, and keeps the PD informed of activity priorities and deadlines.
• Provides management support to fellowship program personnel (faculty, fellow, & staff) by interpreting organizational and departmental policies, standards, operational procedures, and guidelines; supports PD in creating program-specific policies.
• Assists PD and faculty in the development of program curriculum, including integration and evaluation of core competencies into all educational activities.
• Monitors fellow schedules to ensure fellow and faculty compliance with ACGME work hours policies. Ensures timely logging of duty hours in New Innovations Residency Management System. Brings discrepancies to the attention of all affected parties for correction.
• Monitors and ensures accurate logging of fellows' procedural, operative and patient care experiences. Brings deficiencies to the attention of PD and faculty for correction.
• Reports directly to Program Director with lateral oversight, directions and support from GME staff (GME director & DIO) to ensure effective functioning as the fellowship program coordinator and compliance with all program and sponsoring institutional requirements for continued accreditation.
• Under direction of the PD and GME staff, supports administrative planning of annual Community Health Rotation, orientation, and onboarding/off-boarding process.
• Serves as liaison between fellowship program and GME office as well as various agencies, organizations, and groups such as clinical partners. Prepares, distributes, and records a variety of documentation associated with program operations (outside rotations credentials, Program Letters of Agreement, etc.) under the supervision of the PD and the GME oversight.
• Manages computerized information systems related to collecting and storing program data, generating management reports and documentation. Designs plans for data gathering and analysis.
• Assures resident/fellow records are compliant with ACGME requirements.
• Monitors fellow attendance and submits bi-weekly computerized payroll. Oversees all fellow-related human resources functions including contracts, on-boarding functions, leave and disability documentation, promotion, and termination documentation.
• Maintains fund of knowledge related to changes and current trends within the specialty of the fellowship program, ACGME, and other related entities; applies current information to daily work routine; provides guidance to faculty regarding new information.
• Acts as liaison with Medical Board of California to ensure residents' timely acquisition of the California medical license and DEA (Drug Enforcement Authorization). Designs and implements processes to facilitate problematic licensure applications.
• Attends annual professional conferences to improve knowledge and skills in graduate medical education standards and best practices.
• Supports fellow well-being. Under direction from the PD and GME staff, monitors work environment stress, and facilitates referrals to internal and external psychosocial support professionals.
• In collaboration with GME staff, completes purchasing and purchase requests for fellowship program and program personnel. Reviews monthly financial data, prepares and mark reimbursement vouchers, travel requests, capital requests, etc. Actively participates in all cost containment measures at the office/department level.

Other Duties and Responsibilities:

• Performs other duties as assigned.

Education:

• Education and training in graduate medical education, T-AGME certification preferred but not required

Experience:

• Two years administrative experience required in graduate medical education (preferred), or healthcare administration, healthcare regulatory compliance, or academic medicine.
• Familiarity with videoconferencing tools such as Webex and Zoom, and planning tools such as Doodle Poll is also a plus.

Knowledge/Ability/Skills:

• Detailed knowledge of the ACGME accreditation standards and processes, including core principles of graduate medical education.
• Experience in heavy volume project management.
• Understanding of human resources processes.
• Documented capacity for self-direction and independent functioning.
• Superior organizational and project management abilities.
• Facility in mastering new computer software programs.
• Excellent problem-solving and critical thinking abilities.
• Excellent verbal and written communication skills.
• Excellent interpersonal, leadership and communication skills.
• Ability to follow oral and written instructions.
• Ability to coordinate, implement, and schedule various activities.
• Strong attention to details.
• Ability to multi-task, prioritize, and manage time efficiently.
• Ability to maintain accurate records and data inventories.
• Proficient computer skills, including MS Word, Excel, and PowerPoint as well as able to utilize electronic health records with appropriate training.

Complexity:

• The ability to perform highly detailed work with sustained attention and care while providing/obtaining information on numerous inquiries is paramount to success in this position.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasional stooping. Frequent standing. Constant walking, sitting, climbing, reaching high/low levels, finger movement, feeling, speaking clearly, hearing conversationally, and seeing far and near.

Work Environment:

• Position is on site unless specific authorization from manager.
• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasionally required to work in confined space.

Mental Demands:

• The mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Frequent work on a variety of unrelated tasks. Constant calculating interrupted work, work on a variety of interrelated tasks, and use of sustained concentration, reasoning, judgment, resourcefulness, analytical ability, and ingenuity.

Special Requirements:

• As a health professions institution of higher education, Charles R. Drew University of Medicine and Science seeks to protect the health and safety of the University community. As a condition of enrollment and employment, students, faculty, and staff must comply with the current CDU COVID-19 requirements as described on the CDU COVID-19 webpage. Please visit the CDU Return to Campus website or email the Campus Nursing Office at View email address on click.appcast.io.
• Ability to work effectively with a diverse community, including persons of color and sexual minorities.

Compensation:

• $70,304 - $75, 100 annually

Position Status:

• Full Time

Work Location: