Program Coordinator

NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. At NYU Langone Health, equity, diversity, and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace diversity, inclusion, and individual skills, ideas, and knowledge. For more information, go tomed.nyu.edu, and interact with us onLinkedIn,Glassdoor,Indeed,Facebook,TwitterandInstagram.

Position Summary:
We have an exciting opportunity to join our team as a Program Coordinator.

This position is responsible for coordinating all activities related to the Child and Adolescent Psychiatry Fellowship training program within NYU Langone's School of Medicine. The position reports to the Department of Child and Adolescent Psychiatry (DCAP) Fellowship Program Director; Associate Fellowship Program Director; Director, Education Administration; and Vice Chair, Education and coordinates with relevant personnel across NYU Langone Health and affiliates.

Job Responsibilities:

• Workflow
  • Provide administrative support to the Residency Program Director, maintaining regular communication with residents/fellows, Program Directors, the Director of Education Administration, the Department Administrator, faculty, Vice Chairs, and Chair, and GME.
  • Act as liaison between faculty and residents/fellows.
  • Establish regular training sessions for residents/fellows related to their program (e.g. ADOS training, medical documentation/EPIC training, Office of Mental Health (OMH) compliance and onboarding, Medicaid/Medicare enrollment).
  • Order and coordinate room reservations and catering (as appropriate) for regularly scheduled events, such as didactics and biannual fellow retreats.
  • Maintain communication and coordinate payment with vendors for resident/fellow reimbursements, and other necessary equipment, as required by the training program.
  • Ensure fellowship program website is up-to-date.
  • Track grants, resident/fellow awards and society applications, and coordinates program applications as needed.
  • Track and monitor resident/fellow schedules (regular rotations, elective time, didactic schedule, paid time off, conference, and sick time, etc.).
  • Coordinates UME rotators in DCAP in collaboration with the DCAP UME lead and UME staff.
  • Coordinates credentialing and scheduling of external rotators in DCAP.
• Program Accreditation
  • Stay current with ACGME and institutional training requirements.
  • Support the Program Directors in efforts to implement changes in the training program.
  • Support the preparation of all documentation for periodic program pre-accreditation applications and as requested by GME or DCAP leadership.
  • Support the annual update of the Program Manual, including all program policies and procedures documents.
  • Support PD and APD with ADS management.
• Record Keeping
  • Maintain records on trainees, graduates, and core faculty including, but not limited to, time off requests, milestone scores, in-training exam scores, Clinical Skills Verifications (CSVs), and evaluations.
  • Report program statistics, as needed, to NYU Langone School of Medicine, GME, ACGME, and other national organizations.
  • Maintain record of NRMP Match statistics.
  • Prepare and maintain all records for GME.
  • Monitor/update fellows records in ABPN for board exam eligibility.
  • Collate fellow PRITE scores.
• Fellowship Program Recruitment
  • Conduct telephone and written correspondence with prospective applicants of the Child and Adolescent Psychiatry fellowship.
  • Coordinate with faculty and staff in planning and execution of interview days that occur annually.
  • Schedule interview days and create interview itineraries for each applicant.
  • Compile and organize interview feedback from faculty and prepare a rank list annually.
  • Coordinate recruitment meetings with faculty and current fellows to review applications, discuss interviewed applicants, and finalize rank order.
  • Organize annual fellow orientation week.
  • Update recruitment materials, as needed.
  • Assist in annual credentialing process of new trainees across NYU, Bellevue, and OMH
  • Provide credential verification for graduates, as needed.
• Evaluation Programs
  • Support online evaluations for Faculty, fellows, and the training program with periodic surveys, as needed.
• Events and Conferences
  • Support the organization of annual departmental events for fellows (e.g. orientation, graduation, in-training exams, AACAP reception, orientation events).
  • Renew memberships for fellows and fellowship leadership (AACAP and AADPRT)
• Meetings
  • Attend all Education Team and Fellowship Program meetings and events
  • Organize and attend regularly scheduled committee meetings. Assist in implementation of committee decisions.
  • Schedule and take minutes for recurring fellowship meetings, such as the Clinical/Education Leadership meetings, the Program Evaluation Committee meetings, Clinical Competency Committee meetings, and the Annual Program Review.
  • Assemble slide decks for recurring fellowship committee meetings using templates provided by GME
• Budget/Finance
  • The participate in the development, administration and tracking of program budgets and associated goals. Submit reimbursement requests to GME-sponsored conference and book funds. Assist fellows with all other reimbursement requests.
• Research and Mission Support
  • Attend the Education team meetings and participate in mission related research activities, such as preparation of posters for national meetings and manuscripts for publication in peer-reviewed journals. In addition, the Program Coordinator may be called upon to contribute to the design and implementation of research studies, assist in the recruitment of research subjects, help analyze data using SPSS and Microsoft Excel, conduct literature reviews, and manage payments for participants.
  • Provide Education team coverage as necessary.

Minimum Qualifications:
To qualify you must have a Bachelor's degree or equivalent in business administration, health care administration or related field or an equivalent combination of education and relevant experience. Proficiency in using various Microsoft Office applications such as Word, Excel, Access, PowerPoint and Outlook. Familiar with Internet applications. Effective oral, written, communication, interpersonal skills. Ability to interface effectively with all levels of management and must work and communicate effectively with both internal and external customers. Ability to work within a team environment as well as independently. Time management skills and ability to work well under pressure. Ability to Project/Program manage and to multi task while paying attention to details.

Preferred Qualifications:
Project/Program management experience preferred.

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Grossman School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.

NYU Grossman School of Medicine is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.
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NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $64,350.00 - $75,000.00 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

To view the Pay Transparency Notice, please click here