What are the responsibilities and job description for the Medical Education Program Specialist (U) position at SIU Medicine?
Description
The primary purpose of this position is to provide support to the residency expansion and the general psychiatry residency program. The incumbent will serve as the primary source of contact for the items pertaining to the residency expansion and residency program and will represent the Residency Program Director and the Associate Residency Program Director, the Department of Psychiatry and the School of Medicine to the public in a helpful, acceptable manner. The incumbent will provide back-up clerical support to the Residency Program Director and the Associate Residency Program Director and ongoing support for the residency in both the general psychiatry and combined medicine/psychiatry training program.
Examples of Duties
Recruitment
- Fields questions from potential applicants about the general Psychiatry and Medicine/Psychiatry residency programs or application requirements via phone/email/ERAS. Directs those who wish to submit applications to do so via ERAS, (Electronic Residency Application Service). Maintains official record of all application materials of each candidate.
- Actively participates in the admissions processes where potential candidates are reviewed. Sends appropriate correspondence to applicants.
- Assists in arranging interview dates and schedules for all Psychiatry and Medicine/Psychiatry residency interviews.
- Assists in preparing National Resident Matching Program ranking list and is responsible for seeing that deadlines related to this process are met. If open positions remain after the match, assists in ongoing recruitment for trainees.
- Processes paperwork for payment of expenses related to recruitment of residents and sends request for reimbursement of expenses from the affiliated hospitals, via the Office of Graduate Medical Education (GME) when appropriate.
- Assists resident trainees in application for permanent licensure, as needed. Assists the Office of Residency Affairs, as needed, with both J-1 renewals (for current trainees) and new or continuation applications (for new trainees).
- Assists with preparation for the orientation for new residents each year.
General
- Utilizes the ABPN pre-Cert program to report training of residents for preparation to take Board exams.
- Assists in the preparation of first year contracts for residents and secures signatures of trainees and Program Director. Subsequent year contracts are done by letter of renewal.
- Communicates with the SIU Office of Residency Affairs, other SIU departments and affiliated hospitals and other organizations in support of the residency program.
- Provides information upon request to the Office of Residency Affairs, such as trainee number projections and promotions, home addresses, licensure/visa paperwork, New Innovations, etc.
- Assures formal records are maintained for each resident and is responsible for the accuracy and completeness of records in accordance with accreditation standards. Assures the establishment and maintenance of files on current and past residents and is responsible for accuracy and completeness. Maintains an accurate record of trainee absences for vacation, education leave and illness. Processes requests for information on graduates of the residency program.
- Assists in arrangement of and distributes seminar schedules and rotation schedules for residents. Schedules rooms for all seminars and arranges videoconferencing, as needed. Copies seminar materials for volunteer faculty teachers, if needed, and distributes to residents. Tracks attendance at seminars.
- Assists in ordering the Psychiatry Resident In-Training Examination (PRITE) each year and arranges dates and facilities for the exam. Distributes results to residents.
- Assists in the arrangement and participates, as directed, in meetings and supports the Psychiatry Clinical Competency Committee and the Program Evaluation Committee for the residents.
- Assists in the arrangement and staffs annual Resident Education Retreat.
- Gathers information for the Graduate Medical Education survey (GME Track), a two-part on-line survey of data on current and recently graduated fellows, as well as program information data for both the fellowship and residency program.
- Provides information to residents about calls for resident papers, job opportunities, etc.
- Assists residents in requesting funds for travel to national meetings.
- Attends resident-faculty meetings as requested.
- Assists in processing payment to American Board of Psychiatry and Neurology for
- Works with both the psychiatry and internal medicine residency coordinators throughout the year to follow up on concerns and also to obtain needed information for accreditation and GME office reporting.
- Attends professional meetings as requested.
NEW INNOVATIONS:
- Enters information regarding resident trainees and faculty, as well as rotation and seminar information. Maintains this system throughout the year.
- The incumbent of this position is responsible for following up on delinquent hours entry, as notified by the Office of Residency Affairs. Trainees must maintain a record of duty hours for the affiliated hospitals maintained in New Innovations.
- Assures the preparation and distribution to faculty of the resident service, seminar and supervision evaluation forms.
ACCREDITATION
- Generates and updates affiliation letters as needed for the two affiliated hospitals in Springfield and several other training sites for Department of Psychiatry residents, and renews as needed.
- Site visits will occur every ten years with more institution-based tracking being implemented between visits. Documentation for this process must be completed for the residency programs. Work with psychiatry and internal medicine coordinators to gather needed information for the residency reports.
- Update ACGME Web Accreditation Data System (Web ADS) at least annually. Assures, with the Residency Program Director, that accreditation requirements are being met.
ADMINISTRATIVE SUPPORT 20%
- Maintains calendar and schedules administrative and academic appointments as needed for Residency Program Director and Assistant Residency Program Director as requested. Schedules conference and/or meeting rooms as necessary and sends meeting notices. Assists with arrangements for coverage for faculty absences, as needed.
- Generates office communications, as needed. Mails, faxes, and copies correspondence as needed.
- Makes travel arrangements and meeting registrations for division faculty and residents, as needed, to attend/present at meetings.
- Screens and prioritizes incoming telephone calls for faculty and channel business-related calls for residents.
- Assists other support staff with the operations and troubleshooting of videoconferencing equipment in conference rooms. Contacts tech support as needed.
- Provides coverage for other clinical support staff as needed.
- Performs other duties as assigned.
Qualifications
- High school diploma or equivalent.
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Any one or combination totaling four (4) years (48 months), from the categories below:
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College coursework in medical education, education, communications, public relations, or a closely related field as measured by the following conversion table or its proportional equivalent:
- 30 semester hours equals one (1) year (12 months)
- Associate’s Degree (60 semester hours) equals eighteen months (18 months)
- 90 semester hours equals two (2) years (24 months)
- Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)
- Progressively more responsible clerical or secretarial experience, including a background in electronic word processing and database management systems.
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College coursework in medical education, education, communications, public relations, or a closely related field as measured by the following conversion table or its proportional equivalent:
Supplemental Information
If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.
The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.
The SIU School of Medicine Annual Security Report is available online at https://www.siumed.edu/police-security. This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the
"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."
Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.
Pre-employment background screenings required.
Salary : $21 - $23
