Sr Residency/Fellowship Admin

Rochester, NY


Serves as an education coordinator and member of the education team providing oversight for the Psychiatry Education Division’s clinical and education programs. This includes the oversight of managing all phases of the administrative, recruitment, and orientation program activities/functions associated with Medical Student Education in Psychiatry and Geriatric Psychiatry Fellowship Programs. Serves as an important liaison with learners, faculty and other staff members. Provides additional administrative oversight to Psychiatry Clerkship and Geriatric Fellowship training program. Ensures internal practices are in compliance with University policies, regulations and procedures.


Administrative Coordinator – Geriatric Psychiatry Fellowship Program Work under the general direction of the Administrator, Psychiatry Education and Fellowship Program Director for the Geriatric Psychiatry Fellowship Program. Direct and manage the academic and day-to-day operational activities for the Geriatric Psychiatry Fellowship Graduate Medical Education Program. complement consists of 10 trainees (6 in Neurology years and 4 in Pediatrics years). The ACGME requires the Geriatric Psychiatry Fellowship program administrator/coordinator be allocated 0.5 FTE.

Compliance of Residency Program Regulatory and Institutional Requirements:

  • Ensure Fellowship Program compliance with ACGME. Provide Administrator and Program Director with accurate data necessary for completion of annual ACGME WebADS submission. Assist Administrator and Program Director in completing the data for the Annual Program Evaluation and self-study process. Work with Administrator and Program Director in all aspects of preparation and completion of program RRC Site Visits and CLER visits.

  • Oversee and participate in Fellowship Program Meetings: Provide appropriate documentation of resident milestones for the Clinical Competency Committee meetings. Participate in the Program Evaluation Committee meetings and prepare meeting minutes. Attend monthly GME meetings to keep current with GME and institutional requirements.

  • Counsel residents on program policies and procedures.

  • Oversee residency program compliance (at the department level) with NYS regulations, JCAHO, IPRO, NYSDOH and URMC GME office. This includes: monitoring duty hours to ensure compliance with NYS Code 405/IPRO, including moonlighting and extra shift hours; monitor/track resident attendance at mandatory sessions required by University/Hospital GME and Dr. Panzer (Team STEPPS, Patient Care & Safety Survey, RL Solutions for reporting adverse events and near misses, ICare, GME exit survey, RATS, Annual health updates, mask fit testing, PPDs); monitor resident procedures (LPs and handoff/transition of care); work closely with Administrator and Program Director to keep current with all written program policies and procedures for recruitment, appointments, reappointments as indicated by the ACGME, ABPN and the University.

  • Identify, evaluate and supervise all fellowship activities . Direct and coordinate the recruitment and orientation of new fellowship. Develop, implement and evaluate educational and credentialing activities. Represent the education division in interactions with the Graduate Medical Education office, Strong Memorial Hospital and other departments.

  • Clinical Rotations: Coordinate fellow clinical rotation/block schedules. Interact with Geriatric Psychiatry clinical faculty/clinical administrators and other department administration to arrange appropriate fellow rotations/elective time. Ensure appropriate faculty and clinics are scheduled in order to provide an excellent clinical experience for fellows. Develop and manage clinical inpatient and outpatient rotations for residents from other department Arrange clinical rotations for residents at other universities and process affiliation agreements, malpractice insurance, and verify trainee credentials in order to meet the GME requirements for residents to rotate at UR.

  • Interact with external organizations: Accreditation Council for Graduate Medical Education (ACGME); American Board of Psychiatry and Neurology (ABPN); Psychiatry Resident and Fellow Matching Program (NRMP); Association of American Medical Colleges (AAMC); American Psychiatric Association (APA); Electronic Residency Application Service (ERAS), Education Council for Foreign Medical Graduates (ECFMG), American Medical Association (AMA).

  • Website Administration: Assist in development of website updates. Provide updates to fellowship program website. Work with ISD web administrator to create an effective and efficient website for the Geriatric Fellowship program to attract highly qualified trainees for our Education programs.

  • Manage database systems: analyze and report results; ensure completion of various surveys and reports. Compile reports on behalf of department program directors for GME and ACGME. (Quality indicator collection tool, Annual Program Evaluation (APE), and SWOT analysis (GME program outcomes). Manage web-based ABPN pre-CERT Credentialing system for Neurology Residency Program. Enter appropriate data for resident clinical training and clinical skills evaluations; monitor and maintain the ABPN database for credentialing residents to sit for the ABPN certifying board exam.

  • Meetings/Special Events: Help to coordinate and manage meetings, seminars, retreats and other annual events. This includes resident/fellow graduation for approximately 125 guests, Department of Psychiatry Trainee Poster Day, and Key Day.

  • Verification/Credentialing for Alumni Fellows: Process verification/credentialing for alumni fellows and faculty. Provide supporting documents to various state boards and hospitals. Manage/track alumni resident, fellow and faculty history database of past training/appointments at the University. Maintain Alumni database system.

  • Fellowship Recruitment: Manage fellowship recruitment, review/screen fellowship applications. Interact with faculty and fellows to arrange interviews for appropriate applicants. Work with the Program Director and participate in the Fellowship Selection Committee to score and rank applicants.

  • Fellow Management System (Med Hub): Manage fellow and faculty confidential evaluations/reports. Maintain fellow demographics, rotations, evaluations, conferences and training history in Med Hub. Provide summary reports on faculty teaching and annual program evaluations.

Education Coordinator - Psychiatry Phase 3 and 4 (3 rd and 4 th Year) Medical Student Experiences

Work under the general direction of the Director of Medical Student Education in Psychiatry, Psychiatry Clerkship Director and Associate Clerkship Director to oversee all aspects of the Phase 3 and 4 experiences in the Department of Psychiatry. Provide support and administrative oversight to the Psychiatry clerkship, Neurology-Psychiatry Social and Scientific Foundations of Medicine, Mind Brain and Behavior II course, Psychiatry electives: Includes approximately 110 students per year rotating through the clerkship and the Social and Scientific Foundations of Medicine, Mind Brain and Behavior II course, Psychiatry Observership experiences, and approximately 45 students per year rotating through Psychiatry electives. Develop, implement and evaluate educational and grading activities. Ensure compliance with LCME (Liaison Committee on Medical Education).

  • Clerkship Clinical Rotations: Coordinate all student rotations and site assignments through communication with students and review of student surveys as to their personal interests and goals. Oversee with considerable autonomy, the matching of student interest to sites. Manage and coordinate the students’ schedules through communications with students, clerkship director, faculty, and residents. Collect (student evaluations after each clerkship to arrange, monitor, and collect results). Prepare for and particulate in student orientation to the clerkship (8 times per year). Aid in scheduling and coordinating the Social and Scientific Foundations of Medicine, Mind Brain and Behavior II coursefollowing each clerkship. Arrange for the NBME examination, including booking rooms, ensuring compliance with medical school policies and procedures, student accommodations, and proctoring the examination (8 times per year, plus 2-3 extra exam proctoring requires for students who need to retake the examination).

  • Psychiatry Elective Clinical Rotations: Coordinate all student Psychiatry Electives and site assignments through communication with students and interface with the MedSIS student scheduling system (approximately 8 different electives, and 45 students per year). Manage and coordinate the student’s elective schedule. Prepare student orientation materials, and communicate goals and expectations to students. Maintain site descriptions on an annual basis and interface with registrar’s offices. Coordinate visiting student electives, including interfacing with the registrar’s office, communicating with students, collecting elective requests, applications, managing additional required paperwork.

  • Administrate Psychiatry Student Interest Group Network (PsychSIGN) Program: Oversee the administration of the PsychSIGN program, including arranging for preliminary meetings, managing the annual budget, creating and sending meeting announcements, collecting RSPVs, booking rooms and arranging for any food.

  • Oversee Clerkship Management System (Med Hub) and Grading: Manage student, resident, and faculty confidential evaluations/reports. Supervise central administration staff and/or UR student in developing completely de-identified evaluation reports to send out to the clerkship grading committee. Collect and report on clerkship grading committee scores, and schedule and attend 8 grading committee meetings per year. Maintain and update the yearly grading database, and collaborate with clerkship director in determining final clerkship student grades. Collaborate with clerkship director to create approximately 110 student grade summary forms per year, and distribute grade report forms to students.

  • Oversee Psychiatry Elective Management System (Med Hub) and Grading: Manage student, resident, and faculty confidential evaluations/reports. Supervise central administration staff and/or UR student in developing evaluation reports to send out to the clerkship grading committee. Collect and report on clerkship grading committee grades. Collaborate with clerkship director to create student grade summary forms, and distribute grade report forms to students.

  • Manage database systems: analyze and report results; ensure completion of various surveys and reports. Twice yearly, compile reports for clerkship evaluation metrics, resident and faculty evaluations, and site evaluations. Distribute reports to clerkship administration, residents, faculty, and UME offices.

Other duties as assigned: Assist with Education Office events: Key Day, Trainee Poster Day, Graduation Dinner


  • Bachelor’s degree in related discipline required.

  • At least one year of relevant experience in Undergraduate and/or Graduate Medical Education is preferred.

  • or equivalent combination of education and experience required.

  • Should have an understanding and working knowledge of the following software essential to this position

  • Microsoft Office (Word, Excel, PowerPoint, Outlook)

  • Adobe: Adobe Acrobat

  • MyPath; HRMS

  • Kentico Website Management System

  • PDWS/ ERAS; ACGME WebADS; ABPN Pre-Certification Systems, NRMP System, Thatamus System

  • P2P Procurement / Workday

  • Med Hub – Trainee/Program management system

  • C-TAGME Certification preferred.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $54,808 - $76,752 Annually

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: Strong Memorial Hospital
Full/Part Time: Full-Time