Program Specialist, Rural Psychiatry Residency, Addiction Medicine Fellowship and Addiction Psychiatry Fellowship Programs

Rural Psychiatry Residency, Addiction Medicine Fellowship And Addiction Psychiatry Fellowship Program Coordinator

St. Luke's is proud of the skills, experience and compassion of its employees. The employees of St. Luke's are our most valuable asset! Individually and together, our employees are dedicated to satisfying the mission of our organization which is an unwavering commitment to excellence as we care for the sick and injured; educate physicians, nurses and other health care providers; and improve access to care in the communities we serve, regardless of a patient's ability to pay for health care.

Responsible for the smooth functioning of the day-to-day activities of the Rural Psychiatry Residency, Addiction Medicine Fellowship and Addiction Psychiatry Fellowship programs. Provides confidential secretarial and administrative services for the Director of the Residency and Fellowship Programs. Assures that proper administrative procedures are maintained at all times. These include medium and long-range planning and assurance of compliance with regulations and documentation as mandated by review agencies. This position will require daily and frequent response to rapidly expanding training programs. The person must present a range of skills and abilities needed to oversee the functioning of the changing and growing needs of these programs. Exceptional ability to interact with physicians, administrators and support staff from diverse institutions and departments is required. The person must present a professional manner and be able to translate the goals and needs of the program into specific action plans. The person filling this position will need to use computer technology and modern information services including on-line databases, Internet communication and teleconferencing to fulfill the requirements of a modern academically oriented department.

Job Duties And Responsibilities :

• Creates, organizes, and implements the recruitment plan and timeline for the training programs.
• Creation, design publish and disseminate all recruitment materials.
• Operation and maintenance of the Electronic Residency Application Service (ERAS) files.
• Composition, administration and dissemination of post-interview and post-match survey to all applicants.
• Assist with or help with international trainees acquire appropriate visa status.
• Responsible for and / or acts as the liaison to State and Federal regulatory offices.
• Collection of biographical data on all resident / fellows ensuring accuracy of documentation required for permanent record.
• Management of the assembly, formatting, tabulation, data entry, printing and presentation of data for governing body reports.
• Interaction with the Graduate Medical Education (GME) office to provide consolidation of required documents and file completion.
• Develops and maintains the policy and procedure manual for the Residency / Fellowship Program.
• Organization and management of new resident / fellow departmental / network orientation.
• Provide ongoing support for new and current resident / fellows.
• Dissemination of information regarding position opportunities for Chief Residents.
• Maintain contact to provide guidance for resident / fellows in the basic of contract law and practice management.
• Prepare resident / fellow information for specialty board testing.
• Plan new resident / fellow welcoming event, graduation events.
• Coordinates post graduate CME activities.
• Coordinates medical student education.
• Attend and participate in institutional, educational programs and activities.
• Maintain department resident library.
• Provides support for the Program Director and Core Faculty.
• Handle all incoming calls to the Residency / Fellowship Office.
• Maintain and record accurate information concerning appointments and other activities.
• Function as support for residents / fellows and Program Directors in matters of travel and expense reimbursement.
• Responsible for the Resident Education Fund budgetary process.
• Independently compose correspondence.
• Independently modify form letters.
• Coordination of alumni association.
• Composition of correspondence for new international residents.
• Work with Program Directors to implement the eighty-hour workweek regulations.
• Provides assistance with all research projects.
• Attends departmental / faculty / clinic administrative meetings.
• Provides administrative assistance.
• Maintain web-based New Innovations system.
• Actively participates in maintaining and / or improving quality improvement initiatives.
• Demonstrates Performance Improvement.
• Takes an active role in facilitating team approach.
• Attends Program and GME Meetings.

Other Functions :

Will work cooperatively with the affiliated institutions of the Residency and Fellowship programs. Orders office supplies, prepares mailings, and performs scanning / faxing. Prepares purchase orders, requests for checks, etc. Assists the Graduate Medical Education Department Other related duties as assigned.

Physical And Sensory Requirements :

Sitting for up to 7 hour per day, 3 hours at a time, frequently uses fingers for typing, data entry, etc. Frequent use of hands; uses upper extremities to rarely lift up to 10 pounds. Occasionally stoops, bends or reaches above shoulder level. Hearing as it relates to normal conversation, seeing as it relates to general vision, near vision, peripheral vision, and visual monotony.

Potential On-The-Job Risks :

No identified risks.

Most Complex Duty :

The responsibility of running a smooth functioning and efficient office for the assigned Residency and Fellowship Programs.

Supervision :

Supervised by the Manager, Rural GME Programs.

Communications :

Cooperation, support and understanding for working with resident physician, medical students, program directors and other support personnel is necessary. Have and maintain flexibility and a willingness to interact collegially with hospital administration, other departments and outside contacts to carry the mission of the program. Possess exceptional interpersonal skills and is able to cope with stress effectively. Have a professional demeanor and disposition to work effectively with multiple personalities. Have problem solving, decision making and results-oriented skills. Have employee and applicant evaluation skills. Have creative thinking and team player skills. Have the ability to prioritize on short- and long-term bases and adjust support accommodate changing priority needs. Be able to assume responsibility for professional growth and development and continuing education. Have organizational expertise and attention to detail.

Education :

Associates degree is preferred and / or a minimum of three to five years' experience in and educational or administrative capacity. Will consider High School graduate with five to eight year's work experience in a health care field.

Training And Experience :

Computer experience (word processing, spreadsheets, and graphics) required. Administrative experience and medical terminology preferred. Be proficient in the operations of office equipment. Proficiency in the operations of audiovisual equipment is preferred.

Driver's License :

Valid driver's license required.

Work Schedule :

Normally Day Shift, Monday through Friday or as needed (flexibility in working schedule essential may be required to attend early morning meetings).

Additional Requirements :

Must have the ability to read and interpret documents. Be able to write routine reports and correspondence. Be able to speak effectively before others and audible performs all essential functions. Have the ability to represent the program and program director to other institutional office, the public and to outside agencies in matters of administrative consequences.

Please complete your application using your full legal name and current home address. Be sure to include employment history for the past seven (7) years, including your present employer. Additionally, you are encouraged to upload a current resume, including all work history, education, and / or certifications and licenses, if applicable. It is highly recommended that you create a profile at the conclusion of submitting your first application. Thank you for your interest in St. Luke's!

St. Luke's University Health Network is an Equal Opportunity Employer.