Department Coordinator IV (Graduate Medical Education Programs) - R103672

Department:

Location: Health Sciences Center

Time Type:

Full time

Worker Type:

Regular

Job Req ID: R103672

Minimum Requirements:

Associate's degree and four or more years of related experience, or an equivalent combination of education, training and work experience.

Position Description:

The Medical Residency Department Coordinator IV for the Division of Child and Adolescent Psychiatry and Psychology serves many roles, collaborating with the respective Program Directors and program leadership to support the administration and educational conduct of each program. This position will manage the day-to-day operations of the graduate medical education programs for Child and Adolescent Psychiatry Fellowships (50%), Pediatric Psychology Pre-Doctoral Internships, and the Pediatric Psychology Post-Doctoral Fellowships. In addition, they will provide program management for psychology practicum students, and the University of Louisville medical students rotating through the Division (25%). This role also oversees Institutional and ACGME compliance bringing any non-compliance issues to the attention of the Program Director and the appropriate fellow. This position provides comprehensive administrative support to the division which includes but is not limited to processing travel, reconciling and processing Procard transactions, direct disbursements, and other financial and administrative tasks as needed (25%). 

Essential Duties and Responsibilities:

Administrative Management Responsibilities

• Identify key issues and act as liaison with the department to resolve problems.
• Oversee comprehensive administrative duties for the Division of Child and Adolescent Psychiatry and Psychology, maintain academic schedules and provide general administrative support.   
• Work closely with Division Chief and Departmental Faculty Affairs Coordinator with yearly work assignments and annual reviews.
• Arrange presentations, posters, grants, contracts, and other academic projects and in scheduling and coordinate necessary meetings and events for the faculty of the division.
• Oversee travel arrangements for faculty and staff in coordination with NCMG Practice Manager.
• Manage travel, interviews, and presentations for faculty candidates.

• Partner successfully with the Department of Pediatrics Finance team
• Submit purchase requests and make procurement card purchases.
• Review and certify monthly ProCard reconciliations.
• Monitor expenditures against each trainee's standard academic allowances.
• Process journal vouchers, travel vouchers, and reimbursements for faculty, staff, trainees and candidates

• Maintain professional records related to faculty and trainees and process routine matters within established policies and procedures.
• Serve as a liaison and coordinator between our division and our partners including Norton Healthcare, Seven Counties Services, and others as appropriate.
• Coordinates with the GME office to oversee the off-boarding process for graduating trainees.

• Collaborates with the program directors and other members of the leadership team, associate program director(s) and core faculty members to maintain accreditation requirements.
• Completes ACGME surveys, the annual program review, and annual WebADS updates to ensure compliance with ACGME accreditation requirements.
• Develops and oversees systems that track and maintain data as required for annual reporting to the ACGME and APA.
• Provides day-to-day support to the fellow; tracks vacation, leave, and conference attendance.
• Creates, maintains, and updates fellow portfolios in MedHub.
• Manages the program evaluation process including evaluations of fellows, faculty, and program.
• Coordinates the program's Clinical Competency Committee and ensures reporting of ACGME Milestones and ABP Entrustable Professional Activities (as applicable)
• Ensures the fellow remains current with various licensures, certifications, and training compliance.
• Reviews and revises Program policies and Letters of Agreement annually or as needed.
• Coordinates and schedules educational conferences and annual reviews for the program
• Prepares and manages program budget; assists with fellowship-related purchases and travel arrangements.
• In partnership with the program directors, manages the educational curriculum of the program, including but not limited to scheduling, planning and tracking multiple rotation, conference, and leave schedules and calendars.

• Manages annual fellowship/trainee recruitment process including general logistics, application review, candidate interviews (either virtual or in-person) and serving as a voting member of the selection committee.
• Coordinates with the Graduate Medical Education (GME) Office to maintain fellowship and trainee appointments, re-appointments, transfers, credentialing and on-boarding of new trainees.
• Coordinates with Chair's office and OME to update fellowship program website and recruitment applicant site.
• Serves as main point of contact for applicants.

• Engages in professional development with participation in GME educational workshops/conferences.
• Assists with other duties pertaining to the fellowship and training programs as needed.

• Strong commitment to customer service excellence.
• Excellent interpersonal, written, and oral communication skills.
• Outstanding organizational skills.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Microsoft Teams/Zoom, and Adobe Acrobat.
• Experience working with Training Programs.
• Accounting/Budget Experience.
• Management experience.

$31.38

Target Compensation Minimum:

$20.92

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Employment team at [email protected] or 502.852.6258.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 215 Central Avenue, Ste 205 - Louisville, Kentucky 40208.

If you require assistance or accommodation with our online application process, please contact us by email at [email protected] or by phone 502-852-6258.