Coordinator, Residency

				Overview:

The Residency Coordinator's responsibility is to facilitate the efficient operation within the Department of Psychiatry.

The Department of Psychiatry residency program includes the Chairman of Medicine, Associate Chairmen & Program Directors, 38 salaried/teaching physicians, 10 psychologists, and 26 social workers.  

Responsibilities:

* Responsible for Chairman and Program Director's calendar, answering emails, meetings, prepare correspondence.
* Maintains attendance records and prepares weekly payroll (KRONOS) for attending physicians, residents, fellows, and support staff.
* Processes department payments for (speaker honorarium, ACGME, ACP, affiliated hospitals, dues and attending educational reimbursements; manage collective bargain obligations for residents and fellows reimbursement, eg: books, conferences, personal and sick time compensation, meal and uniform allowances.
* Provides accurate residents and fellows schedules and demographic information to Finance Department for submission to CMS for GME reimbursement.
* Prepares and distributes schedules:  assigned case attending unit schedule, call schedules and monthly morning report/conference schedule (coordinate attending staff for morning report, confirm noon lectures, M&M and Grand Rounds conferences with chief residents). 
* Prepares minutes for departmental committee meetings such as Peer Review Committee, Clinical Competency, and tracks attendance.
* Manages relationships with: American Board of Psychiatry and Neurology (ABPN), Accreditation Council for Graduate Medical Education/Residency Review Committee (ACGME/RRC), American  Psychiatric Association (APA), American Academy of Child and Adolescent Psychiatry, American Academy of Addiction Psychiatry etc,  IPRO (NYS 405) including providing reports and documentation as requested to remain current with all requirements.
* Prepares for site visits from institutional and departmental accreditation and regulatory agencies.
* Compiles data and prepare reports as requested by other departments and agencies. 
* Schedules and coordinates new hire processing for attending staff and residents with Human Resources, Medical Affairs & Employee Health (PAFs, PRFs).  
* Prepares upgrades and termination paperwork for attending staff and residents.
* Monitors compliance with institutional requirements:  annual online education, annual health assessment, annual performance appraisal, orientation attendance and follow up with delinquencies as requested by HR. 
* Coordinates & reserves conference rooms (main & medicine conference rooms) for staff meetings. 
* Organizes office operation and procedures, bookkeeping, filing, retrieval, and disposal of records.  
* Coordinates Continuing Medical Education (CME) activities (Mortality & Morbidity and Grand Rounds):   Submit copies of announcement fliers, presentations, attendance sheets and all other required documentation to SUNY Downstate Office of Continuing Medical Education on a monthly basis from September to May.  
* Attends CME annual conferences at Downstate.
* Coordinates orientation for new residents and fellows and graduation ceremony for graduating residents. 
* Liaison with coordinators of combined fellowship programs for inter-hospital rotations fellows.
* Covers interview process and all duties in the absence of Administrative Assistant. 
* Assists the Program Directors & Chief residents as needed. 
* Oversight of administrative assistant and the Electronic Residency Application Service (ERAS) residency interview process.
* Other duties as assigned.

Qualifications:

Education:

* College education (2 to 4 year degree) preferred or relevant work experience.

Experience:

* A minimum of three (2+) years of general office job-related experience preferred.
* Medical, or educational office experience preferred.

Knowledge and Skills:

* Proficiency with Office PC's, Desktops, and Laptop software in addition to familiarity with Microsoft Office softwares to include Word, Excel, Outlook, etc.
* Ability to type 55-60 wpm.
* Good interpersonal skills a must.
* Ability to communicate effectively in English, both verbally and in writing.
* Excellent written and verbal communication skills.

Physical Requirements:

* Position may require prolonged periods of standing, walking, talking, sitting, hearing, and bending throughout the work day.  
* May include some repetitive motions.
			

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The Brookdale Hospital Medical Center