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Posted: Saturday, January 6, 2018 7:26 AM

Req ID: 15948 Shift: Any Employment Status: AF - Active - Regular - Full Time Job Summary The Psychiatry Residency Training Program Coordinator (Program Coordinator) provides day-to-day management and coordination of educational and operational activities related to the Psychiatry Residency Training Program. He/she also provides administrative support to the Director of Residency Training program, as well as coordination between attending physicians, lecturers, residents, medical students and institutional and regulatory administrative offices. The Program Coordinator is responsible for the coordination and organization of all Accredited Graduate Medical Education Psychiatry Residency Program activities, incl. creation, distribution, compilation and maintenance of all required documentation related to the trainees and educational activities. The Program Coordinator coordinates and administers human resource functions as well as budgetary and financial processes. Acts for and makes decisions in the program Director’s absence within prescribed limits of authority. The Program Coordinator must demonstrate initiative, resourcefulness, and problem-solving skills in applying a detailed knowledge of the responsibilities, functions and underlying management structure of the department and of the larger institution in organizing and independently prioritizing work, establishing procedures and systems, and ensuring orderly and timely work flow. Job Responsibilities Program Responsibilities : Oversees day-to-day operations of the program. Counsels residents on program policies and procedures, including issues such as scheduling, specific rotation requirements, annual and sick leave, benefits, etc. Tracks and verifies procedures. Arranges coverage for vacation, illness, or leave of absence. Coordinates residency retreats, conferences, and attendance. Maintains residency database and hard copy files of current and alumni residents. Produces and distributes resident manual, annual rotation schedule, and monthly changes. Prepares monthly call schedule. Coordinates In-Training Examination administration. Generates and distributes master didactic seminar schedule. Manages logistics associated with lecturer schedule, incl. preparation of lecture material. Coordinates resident assignments to various core and elective rotations. Acts as liaison to outside rotation site personnel. Keeps track of and forwards material needed when residents complete rotations outside of CHOP. Answering the request of faculty form outside rotations. Maintains documentation for board eligibility. Documenting ongoing resident training and completion of training. Schedules evaluations of all residents in program; supervising maintenance, confidentiality and accessibility of resident files. Ensures completion of resident and faculty evaluations. Coordinates feedback process to division directors on faculty and rotation evaluations. Provides support for joint training program between the adult PENN and child CHOP psychiatry training programs, the post pediatrics portals program, and the joint training initiatives with neurology, pediatrics, development behavioral pediatrics, the medical school and PENN. Coordinates clinical and lecture rotation schedules for general psychiatry residents, neuro- and developmental behavioral pediatric residents and trainees from other institutions. Provides office support for faculty and residents. Types letters, reports, and memoranda from written copy and related materials as requested according to office procedures. Completes surveys about training program, resident time studies eg for UPenn, GME, Medical Staff Affairs, and other institutions. Makes travel and lodging arrangements for the Training Director as needed. Maintains Training Director’s calendar. Answers telephone, routes and screens callers, takes messages and provides routine information to callers promptly and courteously. Recruitment : Partners with the Training Director to establish recruitment policy. Writes, edits, and revises recruitment letters, brochures, and recruitment information on program website. Coordinates interview process, ranking process, and post-match activities. Submits National Resident Matching Program (NRMP) list via internet. Plans and produces orientation program. Job Responsibilities (Continued) Accreditation : Responsible for communication and compliance with the Accreditation Council for Graduate Medical Education (ACGME) and the residency review committee for psychiatry. Knowledgeable of ACGME requirements for institutional, core, and program requirements. Manage certification process for ABPN, which requires communication with the ABPN regarding changing requirements. Advises Program Director of requirement interpretation. Coordinates completion of Program Information Form (PIF) for ACGME site review. Prepares department, faculty, and residents for site visit. Serves as key participant in site visit. Organizes Internal Review with institution’s graduate medical education (GME) office. Maintains statistics for the Joint Commission for Accreditation of Healthcare Organizations and the Association of American Medical Colleges surveys and ACGME directory of residency programs. Information Technology : Uses internet for ACGME webADS, ERAS, NRMP, surveys, and national reports. Implements and maintains residency program management software. Develops and maintains database on residents and alumni. Develops informational sites for faculty and residents. Creates and maintains recruiting and resident web pages. Regulatory: Maintains current knowledge of state licensure requirements; processes licenses. Ensures Health Insurance Portability and Accountability Act (PL 104-191) compliance. Monitors resident work hours. Legal and risk management issues: Assists with due process for resident probation and termination. Consults with legal counsel on hiring issues. Finance: Works with medical staff affairs to generate and manage the budget for residency program. Gathers internship and residency information site data for time distribution and Intern Resident Information System (IRIS) reporting. Monitors residency payroll. Estimates direct medical education and indirect medical education resident count. Develops financial/disbursement arrangements between sponsoring and participating institutions. Continuing Medical Education (CME): Coordinates CME activities, attendance, and budget. Ensures accreditation compliance. Documents commercial support agreements. Job Responsibilities (Continued) Medical Students: Arranges student electives and rotations. Ensures completion of student evaluations. Advises clerkship director on student morale and feedback. Advises students on application process. International Medical Graduates: Serves as training program liaison to Educational Commission for Foreign Medical Graduates (ECFMG). Supervises visa preparation. Verifies ECFMG information. Professional Development: Attends local, state, and national GME and AADPRT conferences. Apprises program director of trends in GME. Presents at GME/APDIM conferences. Other Responsibilities: Serves as the liaison between the Residency Training Program and CHOP Medical Staff Affairs, the general medical education committee at CHOP, the general medical education committee at PENN, and the adult psychiatry training program at PENN. Prepares annual program agreements with participating institutions and private offices. Develops faculty advisor program for career planning and research mentoring. Coordinates malpractice insurance, on-call facilities, parking, lab coats, pagers, maternity/ paternity leave, keys, name tags, mail, and on-call meals. Counsels residents on loan deferment opportunities. Creates fellowship and job opportunity file. Drafts recommendation letters. Maintains database of graduates and statistics on residents’ fellowship experiences and practice locations. Analyzes long-range planning needs. Reviews teaching programs, peer review, and quality assurance activities. Organizes new resident reception, annual awards banquet, and various social activities for residents. Assists in termination process when Residents leave, eg, collects badges, keys, parking passes, and completes the necessary paperwork. Oversees maintenance of all educational/media rooms and materials, library and audio visual equipment. Required Licenses, Certifications, Registrations None Required Education and Experience Required Education: High School/GED Required Experience: 3 to 5 years of relevant experience. Preferred Education, Experience & Cert/Lic Preferred Education: Bachelor’s Degree strongly preferred. Additional Technical Requirements With the increasing scope and complexity of training program requirements and documentation, the Program Coordinator must have superior organizational skills. The ability to prioritize work independently and to meet important deadlines is critical. He/she should demonstrate superior skills in: Communication (written and verbal). Problem-solving and decision-making. Administration and organization. Prioritization. Goal-setting. Collegiality. Timeliness. Ability to work independently computer applications. All CHOP employees who work in a patient building or who provide patient care are required to receive an annual influenza vaccine unless they are granted a medical or religious exemption. Children's Hospital of Philadelphia is committed to providing a safe and healthy environment for its patients, family members, visitors and employees. In an effort to achieve this goal, employment at Children's Hospital of Philadelphia, other than for positions with regularly scheduled hours in New Jersey, is contingent upon an attestation that the job applicant does not use tobacco products or nicotine in any form and a negative nicotine screen (the latter occurs after a job offer). Children's Hospital of Philadelphia is an equal opportunity employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, age, religion, national or ethnic origin, disability or protected veteran status. VEVRAA Federal Contractor/Seeking priority referrals for protected veterans. Please contact our hiring official with any referrals or questions. CHOP Careers Contact Talent Acquisition 2716 South Street, 6th Floor Philadelphia, PA 19146 Phone: 866-820-9288 Email:


• Location: Philadelphia

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