CAP Fellowship Program Coordinator II

Mission Driven, Community Focused About | Charles R. Drew University of Medicine and Science (cdrewu.edu)

Charles R. Drew University is located in the Watts-Willowbrook area of south Los Angeles and was founded in 1966 in the wake of the Watts uprising. CDU was founded to address inadequate medical care in the region and to provide equitable medical education opportunities for underrepresented students.

CDU is strongly invested in the local and regional community. The university leads multiple partnerships and programs to provide equitable healthcare resources in a variety of south Los Angeles neighborhoods.

Job Summary :

The CAP Fellowship Program Coordinator is responsible for managing the day-to-day operations of the Child and Adolescent Psychiatry (CAP) Fellowship Training Program. This role serves as a vital liaison between fellows, faculty, staff, the Graduate Medical Education (GME) office, and the Accreditation Council for Graduate Medical Education (ACGME). The Coordinator supports the program director in accreditation processes and fellow support, while also collaborating with the research team on clinical studies. Responsibilities include assisting with IRB submissions, administering informed consents, managing research surveys and data, and helping prepare NIH progress reports.

In this role, the Coordinator is expected to develop a strong understanding of ACGME program requirements, policies, and procedures, and is officially recognized as a 'Program Coordinator' by the ACGME.

Essential Duties and Responsibilities :

• Manages Fellowship Program operational activities and ensures fellowship program goals and objectives are accomplished.
• Liaisons with the Program Leadership on program evaluation, remediation of deficiencies, and development of "best practices" improvement to ensure compliance with accreditation standards.
• Consults with Program Director (PD) and advises on issues concerning fellow selection, appointment, reappointment, and termination requirements and policies.
• Partners with PD and faculty to ensure efficient and effective fellowship candidate interview processes; advises fellow-candidates on fellow selection process.
• Assists PD in responding to and resolving fellow issues and program administrative problems; aids PD in designing processes to address identified problems.
• Organizes fellowship program administrative workload, monitors status of work in progress, and keeps the PD informed of activity priorities and deadlines.
• Provides management support to fellowship program personnel (faculty, fellow, & staff) by interpreting organizational and departmental policies, standards, operational procedures, and guidelines; supports PD in creating program-specific policies.
• Assists PD and faculty in the development of program curriculum, including integration and evaluation of core competencies into all educational activities.
• Monitors fellow schedules to ensure fellow and faculty compliance with ACGME work hours policies. Ensures timely logging of duty hours in New Innovations Residency Management System. Brings discrepancies to the attention of all affected parties for correction.
• Monitors and ensures accurate logging of fellows' procedural, operative and patient care experiences. Brings deficiencies to the attention of PD and faculty for correction.
• Reports directly to Program Director with lateral oversight, directions and support from GME staff (GME director & DIO) to ensure effective functioning as the fellowship program coordinator and compliance with all program and sponsoring institutional requirements for continued accreditation.
• Under direction of the PD and GME staff, supports administrative planning of annual Community Health Rotation, orientation, and onboarding / off-boarding process.
• Serves as liaison between fellowship program and GME office as well as various agencies, organizations, and groups such as clinical partners. Prepares, distributes, and records a variety of documentation associated with program operations (outside rotations credentials, Program Letters of Agreement, etc.) under the supervision of the PD and the GME oversight.
• Manages computerized information systems related to collecting and storing program data, generating management reports and documentation. Designs plans for data gathering and analysis.
• Assures resident / fellow records are compliant with ACGME requirements.
• Monitors fellow attendance and submits bi-weekly computerized payroll. Oversees all fellow-related human resources functions including contracts, on-boarding functions, leave and disability documentation, promotion, and termination documentation.
• Maintains fund of knowledge related to changes and current trends within the specialty of the fellowship program, ACGME, and other related entities; applies current information to daily work routine; provides guidance to faculty regarding new information.
• Acts as liaison with Medical Board of California to ensure residents' timely acquisition of the California medical license and DEA (Drug Enforcement Authorization). Designs and implements processes to facilitate problematic licensure applications.
• Attends annual professional conferences to improve knowledge and skills in graduate medical education standards and best practices.
• Supports fellow well-being. Under direction from the PD and GME staff, monitors work environment stress, and facilitates referrals to internal and external psychosocial support professionals.
• In collaboration with GME staff, completes purchasing and purchase requests for fellowship program and program personnel. Reviews monthly financial data, prepares and mark reimbursement vouchers, travel requests, capital requests, etc. Actively participates in all cost containment measures at the office / department level.

Other Duties and Responsibilities :

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Conditional Statement : The employment status of this position is classified as “Conditional”. Conditional employment means that the job exists contingent upon funding limitations of restricted funds or, the duration of a specific program, project, grant or contract. The duration of grant for this position is through June 30, 2025.

EEO Statement : Charles R. Drew University is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.

Fair Chance Statement : Charles R. Drew University of Medicine and Science will consider qualified applicants, including those with criminal histories, in a manner consistent with state and local “Fair Chance” laws.

Salary : $68,640 - $70,000