Program Specialist, Rural Psychiatry Residency, Addiction Medicine Fellowship and Addiction Psychiatry Fellowship Programs
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. The intent of this job description is to provide a summary of the major duties and responsibilities of this position and shall not be considered as a detailed description of all the work requirements that may be inherent in the position. JOB DUTIES AND RESPONSIBILITIES: Creates, organizes, and implements the recruitment plan and timeline for the training programs, (e.g., number of residents, objectives and subjective criteria for the selection of residents, number of interview dates, notification of faculty that interview applicants and their support staff of the actual dates of the interviews, notification and scheduling of resident participation in the interview process, and preparation of appropriate correspondence to applicants during the recruitment process.) Creation, design publish and disseminate all recruitment materials. (This includes brochures, pamphlets, Web sites, etc.) Operation and maintenance of the Electronic Residency Application Service (ERAS) files. Performs initial screening, and gives selection suggestions for residency candidates, and/or performs pre- screening filter/sorts for the Program Director. Print, chart and maintain selected applications for the selected review committee. Composition, administration and dissemination of post-interview and post-match survey to all applicants. Review and assess responses and summarized comments and recommendations for improvement of the next year’s recruitment activities. 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. Obtains and processes necessary documentation for various resident/fellow licenses. Collection of biographical data on all resident/fellows ensuring accuracy of documentation required for permanent record annually updates information on graduates. Prepares and maintains academic and administrative records on resident/fellow physicians both past and current that include: all correspondence, experience reports, tracking and reporting of vacation, sick, educational time away (CME), and off services, certification reports, courses attended, and initial ERAS file with accompanying documents, etc. Management of the assembly, formatting, tabulation, data entry, printing and presentation of data for governing body reports. (I.e. annual reports, Residency Review Committee (RRC), Graduate Medical Education reports including AMA-Frieda and the National Resident Match Program (NRMP). Compilation of information for surveys, questionnaires, census reports, applications, USMLE and state licensure and other forms and documents required by outside agencies. Orchestration of RRC site visits, including preparation of statistics and data, and organization of visit activities requested by the site visitor. Interaction with the Graduate Medical Education (GME) office to provide consolidation of required documents and file completion to include: all aspects of the NRMP, applications for new residents (ERAS or institutional), contracts/residents agreements, payroll information, time records and other necessary documents with regard to new and current residents. Provide data on dates of appointment, reappointment, and termination for all resident/fellows. Distribute form provided by the GME office to resident/fellow applicants. Develops and maintains the policy and procedure manual for the Residency/Fellowship Program. Clarification of all questions on policies and procedures. Analyzes current procedures, bringing suggestions for improvement to the attention of team members and Director of GME for consideration. Organization and management of new resident/fellow departmental/network orientation involving all appropriate departments and all necessary documentation for the new class. Provide ongoing support for new and current resident/fellows in distribution of pagers, keys, lockers, meal tickets and assure new resident/fellow has appropriate information as far as department, hospital and outside contacts. Dissemination of information regarding position opportunities for Chief Residents and the provision of all paperwork involved in securing the position to include letters of recommendations and verification paperwork. 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. Independently make arrangements for physical location of testing, securing of test materials, notification of time and place, notification of clinical services regarding absence of resident coverage, assist Department Administrator in arrangement of faculty coverage during testing. Plan new resident/fellow welcoming event, graduation events. This includes arranging graduation certificates, and purchase of graduation gifts residents/fellows. Compile and maintain RRC required residency experience data. Prepare reports for Program Director, residents and RRC with statistical data. Coordinates post graduate CME activities sponsored by the department including Monthly Grand Rounds, M &M, and/or Tumor Board. Work closely with the CME office on program organization. Prepare and submit documentation for CME credits as required. Assist guest speaker with arrangements, preparation and submission expense reports, and audiovisual equipment needs. Function as liaison between department administration, ancillary departments and representative in organizing and sponsoring the above programs. Compose routine correspondence related to these actives. Coordinates medical student education. Acts as liaison between medical students, residents, candidates and the Hospital facilities including Temple University of Medicine, Hospital of The University of Pennsylvania, and Philadelphia College of Osteopathic Medicine. Utilize VSLO software to track and maintain Medical Student rotations. Attend and participate in institutional, educational programs and activities as supported by the Program Directors and department administrators. Maintain department resident library. Order educational materials as necessary. Update yearly publications. Provides support for the Program Director and Core Faculty. Arranges meetings and schedules appointments for them. Analyze administrative communication for action by the Program Director and prepare appropriate response to such communication with the agreement of the Program Director. Handle all incoming calls to the Residency/Fellowship Office, respond to inquiries requiring standard answers and/or refer callers to appropriate individuals based on type of information requested. Maintain and record accurate information concerning appointments and other activities spent of the program by the director for budget documentation. Function as support for residents/fellows and Program Directors in matters of travel and expense reimbursement through the Concur System. Responsible for the Resident Education Fund budgetary process and other educational monies. Oversees the Iviewer System to make sure that the program spending is within budget. Manages the maintenance of the office equipment, IT equipment, and furnishings. Independently compose correspondence based on knowledge of policy and personal discretion. Independently modify form letters to fit varying situations. Other transcriptions services may include; agendas; taking minutes, manuals, letters, curriculum documents. Coordination of alumni association to include: Activities designed to improve department relations with alumni. Create and maintain alumni database, attend meetings and secure CME credits, create meeting agendas, type minutes, disseminate yearly dues statement. Composition of correspondence for new international residents with information on original documents required by the country from which they graduated. Work with Program Directors to implement the eighty-hour workweek regulations. Monitors governing board website for changes/additions/ definition to the regulations. Help construct written module for resident’s work hour plan. Help with distribution of information regarding the work hour regulations. Work with the institution to monitor resident’s work hours. Provides assistance with all research projects, i.e. abstracts, publications, manuscripts, etc. for core faculty, physicians and residents. Attends departmental/faculty/clinic administrative meetings, taking minutes and preparing same for distribution. Provides administrative assistance when needed to the Chief of the Department. Maintain web-based New Innovations system. Actively participates in maintaining and/or improving quality improvement initiatives regarding the employee engagement survey, ACGME survey, and other QI issues. Demonstrates Performance Improvement in the following areas as appropriate: Clinical Care/Outcomes, Customer Service Improvement, Operational System Improvement, and Safety. Takes an active role in facilitating team approach to functions within their program. 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 minutes). 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.
