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Wichita, Kansas, United States
Hybrid
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Psychiatry & Behavioral Sciences StaffProgram 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
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.
Minimum
$28.20Midpoint
$33.17Maximum
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