Job Summary
The Psychiatry Residency Program Coordinator, in partnership with the residency program director, coordinated and managed the daily activities of the Psychiatry Residency at Shannon Medical Center. This role coordinates curriculum delivery, provides office management, ensures continuous accreditation readiness, and provides personnel management. The Program Coordinator serves as a liaison to program administrators, residents, faculty, and associated staff of the Texas A&M University-Vashist College of Medicine of Shannon Medical Center. This role conducts many aspects of resident and faculty recruitment, alumni relations, and promotions of the department’s comprehensive educational mission.
Performance: Position Specific Essential Functions
Program Coordination, Management, & Oversight
- Coordinates and manages the psychiatry residency, including creating and maintaining resident training files within various online repositories in accordance with the rules and standards established by the Accreditation Council for Graduate Medical Education (ACGME), the American Board of Psychiatry and Neurology (ABPN), Texas Medical Board (TMB), and other oversight bodies.
- Oversees a coordinated system of faculty and resident scheduling to ensure achievement of educational objectives which complement the effective operation of a clinical enterprise while ensuring compliance with all applicable accreditation standards.
- Implements a system of effective and efficient resident recruitment, interviewing, and onboarding.
- Assists in establishing short and long term goals as part of a strategic planning process for the program.
- Assists in identifying funding opportunities.
- Plans, implements, and evaluates programs while assisting in establishing goals, objectives, policies, and procedures.
- Prepares reports on program activities.
- May supervise office and administrative support staff in support of the program’s educational mission.
Learning Management System Administration
- Serve as the program’s primary administrator of the New Innovations residency management software suite.
- Coordinates the use of residency management tools within the software system; develops and delivers training to faculty and resident users.
- Utilizes the learning management system to coordinate and oversee program management activities including scheduling, duty hours compliance, and resident/fellow evaluation completion.
- Utilizes the New Innovations suite as the department’s primary repository for trainee files.
Business Processes, Administrative Management, & Regulatory Affairs
- Assists the Designated Institutional Official (DIO) and Shannon Medical Center in managing finances of the residency program, as necessary, in conjunction with the Shannon GME Office.
- Assists GME leadership at Shannon Medical Center with administrative responsibilities related to maintenance of all Affiliation Agreements between participating sites and the sponsoring institution, Program Letters of Agreement between programs and rotation sites, and other agreements as necessary.
- Oversees processes relating to resident and faculty licensure, certifications, and other regulatory affairs as required by Texas A&M Health and Shannon Medical Center.
- Coordinates, develops, evaluates, and ensures adherence to office procedures to eliminate duplication of effort and streamline flow of operations.
- Ensures compliance with Texas A&M University and Shannon Medical Center administrative policies and procedures.
Accreditation Coordination
- Creates a system of continuous accreditation readiness which supports the efforts of the department, program director, and GME office to comply with the requirements and mandates set forth by the Accreditation Council of Graduate Medical Education (ACGME) and Liaison Committee for Medical Education (LCME).
- Develops and implements processes which facilitate an effective Program Evaluation Committee (PEC) and Clinical Competency Committee (CCC).
Marketing & Communication
- Manages program website and both internal and external communication.
- Maintains effective communication with community partners, affiliate health systems, and alumni.
- Coordinates faculty and resident recruitment efforts to include participation in on-and-off site recruitment events, development of marketing materials, and overall departmental promotion.
Special Events Coordination
- Executes and coordinates logistics for special events and projects including scheduling meetings, booking locations, assisting with transportation and lodging reservations, overseeing and managing event budgets, catering, and compiling meeting materials. Such events include but are not limited to graduation ceremonies, white coat events, and on-site recruitment activities.
- Performs other duties as assigned.
Qualifications
Education
- Required
- Bachelor’s degree or equivalent combination of education and experience
- Preferred
Experience:
- Required
- Four years of experience in medical education or undergraduate education program coordination, healthcare management or operations, business administration, or education administration
- Knowledge of word processing, spreadsheet, and database applications
- Excellent verbal and written communication skills
- Ability to perform all tasks and job responsibilities safely without injury to self and others in compliance with Shannon guidelines.
- Ability to multi-task and work cooperatively with others
- Knowledge and experience with event planning and/or project management
- Preferred
- Five years of residency program or medical education program coordination experience; psychiatry residency program experience
- Current certification from Training Administrators for Graduate Medical Education (C-TAGME)
- Knowledge of and experience in instructional design and/or curriculum development
- Recent experience with ACGME institutional or program site visits and CLER consultative visits
- Experience working with learning management systems including New Innovations
Certification/Licensure:
Location: Shannon Health · PSYCHIATRY-SMM
Schedule: Full Time
