Medical Education Program Coordinator (4770)

Effectively manage the day-to-day activities of the residency expansion and the general psychiatry residency program. The incumbent will serve as the primary source of contact for the items pertaining to the residency expansion and residency program and will represent the Residency Program Director and the Associate Residency Program Director, the Department of Psychiatry, and the School of Medicine to the public in a helpful, acceptable manner. The incumbent will provide back-up clerical support to the Residency Program Director and the Associate Residency Program Director and ongoing support for residents in both the general psychiatry and combined medicine/psychiatry training program.

GENERAL RESIDENCY 70% MEDICINE/PSYCHIATRY 20%

* Devises methods and procedures to maintain accurate records of all phases of the residency program
* Initiates and composes correspondence for the Residency Program Director as instructed. Types letters, memos, forms and larger and more complex word processing jobs when required. Mails, faxes and copies correspondence as needed.
* Arranges and conducts training of faculty and residents in the use of New Innovations. Trains additional support personnel as needed in the use of New Innovations if the Medical Education Coordinator is out of the office for an extended or unexpected period of time and assures that coverage is provided.
* Assures New Innovations supervision and evaluation modules are distributed automatically and are completed within a timely manner by residents and faculty. Informs the Department Chair and Residency Program Director of faculty evaluations that are delinquent by more than two weeks.
* Utilizes the Electronic Residency Application System (ERAS) and determines how best to utilize the process into existing recruiting procedures, as well as developing new processes to take advantage of the system features. In addition, trains the Residency Director and Associate Program Director as well as members of the Psychiatry Residency Admissions Committee (PRAC) is the use of ERAS.
* In conjunction with the team of residency program coordinators, determines eligibility of applicants by prescreening with the Psychiatry residency requirements via ERAS. Fields calls and emails from applicants who are checking the status of their application.
* Actively participates in the Psychiatry Residency Admissions Committee (PRAC) meetings to review applications. Sends appropriate correspondence via ERAS email to applicants following the meeting.
* Prepares National Resident Matching Program ranking list and is responsible for meeting all deadlines related to rank list.
* Prepares contracts for psychiatry residents, verifies for accuracy and obtains signatures of residents and the Residency Program Director. Distribute copes to Residency Affairs for signatures from affiliated hospitals and SIU School of Medicine. Fully executed contacts are returned for distribution to residents and departmental files.
* Processes new applications for J-1 visas and ensures continuances in application deadlines.
* Assist new and existing residents in application for temporary licensure, licensure extension and permanent licensure. When necessary, hand deliver documents to the Department of Professional Regulation.
* Ensure residents complete bi-monthly duty hours in New Innovations. In conjunction with Springfield Memorial Hospital, follow up on delinquent entries to avoid resident suspension. Verify monthly residents have no exceptions to duty hour policy in compliance with ACGME rules.
* Prepares and distributes the resident supervision evaluation forms to faculty.
* Maintain formal records for current and former Psychiatry and Medicine/Psychiatry residents. Responsible for the accuracy and completeness of records in accordance with accreditation standards.
* Assists in creating and editing the resident rotation schedules and outpatient clinic schedules with the Residency Program Director and the Health Care Administrator.
* Prepares and distributes faculty service, seminar and supervision evaluation forms to residents. Complies data twice yearly and provides evaluation data in summary form to ensure confidentiality to faculty for their utilization.
* Coordinates seminar schedules with the Residency Program Director and Associate Residency Program Director for distribution to resident, fellows, teaching faculty and support staff. Schedules classroom for all seminars and arranges videoconferencing as needed.
* Generates new affiliation letters as needed for Packard mental Health Center, Springfield affiliated hospitals and other statewide training sites for the Department of Psychiatry residents.
* Orders Psychiatry Resident in Training Examinations (PRITE) each year. Arranges test dates and facilities for exams. Distributes results to residents.
* Attends and supports the Program Evaluation Committee meetings as needed.
* Assist in arrangement of resident electives. Maintains accurate files of available resident electives.
* Gathers and maintains data for Graduate Medical Education survey (GME Track).
* Prepares milestone assessments for the Resident Clinical Competence Committee (RCCC) and schedules individual meetings with Residency Program Director. Enters milestones assessments to ACGME website twice a year per ACGME Essentials for Psychiatry Residency Training.
* Provides personal and professional resident information to the Office of Residency Affairs on the Residency Program Director as requested.
* Assists in organizing the annual required education retreat for residents. Prepares agenda, attendance list and works with other departments to release residents from all rotations. Organizes any other special conferences as needed and processes all expenses related to these activities.
* Coordinates with other department program coordinators with the resident/fellow graduation.
* Assists residents in requesting funds and arranging travel to national meetings. Timely completion of travel voucher upon their return with required documentation.
* Coordinates accreditation and site visit activities as well as distribution of appropriate information when required.
* Schedules all resident trainings and recertifications.
* Assists residents with miscellaneous requests for information and completion of documents.

ADMINISTRATIVE/OTHER 10%
* Screens and prioritizes incoming phone calls for faculty, residents, fellows.
* Provides back up coverage for other support staff when needed.
* Assists other support staff with the operations and troubleshooting of videoconferencing equipment in conference rooms. Contacts tech support as needed.
* Other duties as assigned.

1. High school diploma or equivalent.
2. Any one or combination totaling four (4) years (48 months), from the categories below:
   1. College coursework in medical education, education, communications, public relations, or a closely related field as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
      • Associate's Degree (60 semester hours) equals eighteen months (18 months)
      • 90 semester hours equals two (2) years (24 months)
      • Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
   2. Progressively more responsible clerical or secretarial experience, including a background in electronic word processing and database management systems
3. Work experience totaling one (1) year (12 months) comparable to that gained at the Medical Education Program Specialist level or similar experience within a medical education program.

If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

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