Job Opportunities

Are you looking to take your career to new heights with a leader in healthcare? SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors.

Bargaining Unit:

UUP

Job Summary:

The Department of Psychiatry and Behavioral Sciences at SUNY Downstate Health Sciences University is seeking a full-time Senior Staff Assistant, Residency/Fellowship Program Coordinator.

The Residency/Fellowship Program Coordinator works directly with program leadership, the Department Chair and Department Administrator to manage various educational programs and specific operations of the department. Additional duties and responsibilities will include:

Graduate Medical Education

• Assist program leadership with the management of various graduate medical education programs within the department of Psychiatry and Behavioral Sciences which may include the Adult Psychiatry residency training program, Geriatrics Psychiatry, Child and Adolescent Psychiatry and Consultation and Liaison Fellowship programs.
• Be the first point of contact for prospective applications, professional organizations, institutional GME, and anyone else needing Information or assistance from the residency program.
• Serve as the liaison in many ways, including between program director(s) & trainees, trainees & faculty, various administrative staff, etc.
• Meet deadlines & coordinate the routine & ongoing responsibilities of the residency training office (RTO), such as and not limited to, semiannual resident reviews, data collection & maintenance of documentation required for accreditation, recruitment, appointments/credentialing, budgeting/payroll, program website maintenance.
• Manage day-to-day operations of the residency/fellowship program(s).
• Act as the liaison with Internal and external agencies/rotating sites, and local 'out' rotations.
• Maintain compliance with internal, external, and national organizations.
• Complete trainees' training verifications.
• Coordinate the educational functions of the program(s) including the timely dissemination of information and documentation, which Is necessary for the efficient operation of the training program.
• Recognize and understand the policies implemented regarding psychiatric residency and fellowship training from both American College of Graduate Medical Education (ACGME) and the American Board of Psychiatry and Neurology (ABPN).
• Demonstrate the ability to lead through change and manage up when new requirements for residency training are implemented. Direct trainees in the successful navigation of the administrative requirements established by institution's GME and ACGME.
• Organize documentation, and attend in conjunction with the program director(s) required meetings and reviews for residency management (Clinical Competency Committee, Program Evaluation Meeting), Annual Program and ACGME Site Review.
• Manage trainee recruitment, including the setup and coordination of the day, written and telephone communication between the program and applicants, especially using the ERAS and Thalamus software, faculty participant recruitment, and collating data after each recruitment day that then allows the program director(s) to create a rank list for the National Ranking and Matching Program (NRMP).
• Be accountable for activities such as interviews, mock boards, teaching didactics responsibilities include but not limited to finding physicians to participate, schedule the residents for participation, coordinate offices etc. If interviews are conducted via Zoom and the In-Training Exam is administered via computer.
• Onboard new trainees, credentialing outside rotators and communication with the GME, Human Resources, Payroll at SUNY, and various rotating sites.
• Arrange for the timely distribution of diplomas and all timely communication required by the ABPN program.
• In conjunction with the program director(s), maintain electronic Accreditation Database System (ADS), provided by the ACGME to ensure that all data collected regarding the program(s) is/are accurate. This includes scholarly activity, program sites, rotation schedules, and resident milestones entries.
• Effectively communicate with program director(s), faculty, trainees, staff, affiliate sites (administrative staff) and other personnel that work for or with the various training programs (ACGME, ADS, etc.). This includes follow up with incomplete requirements, informing Program Director when residents get behind with meeting requirements, and verifying requirements are met before residents' graduate.
• Manage the department's New Innovations software which includes entering rotation schedules and assignments, uploading of trainee documents, updating faculty and trainee information, and preparing/running reports.
• Educate trainees on such issues as scheduling, rotation requirements, timesheets, benefits, policies and procedures, health clearances, HIPAA, etc.
• Be willing to participate in professional development activities such as institutional GME programs, webinars provided by ACGME, reading literature, etc. Become a member of the American Association of Directors of Psychiatric Residency Training (AADPRT) and attend the annual conference when, and if, funding is available.
• Participate in the educational mission of the Department of Medical Education which will include cross coverage of undergraduate medical education when necessary. This will include training in the coordination and scheduling of the third- and fourth-year medical students, external students.
• Coordinate all program events to include but not limited to wellness events, retreats, banquets, mock boards, educational/journal club functions.

Continuous Medical Education

• Administer and oversee the continuous medical education activities such as the staging of grand rounds, tracking and reporting, ensuring activities are accredited and payment of honorariums.

Other Support Functions

• Participate in project and event management such as faculty recruitment and appointment, promotions, and grant submission.
• Draft, proofread, and manage correspondence, reports, and presentations.
• Take minutes during high-level meetings and summarize decision-making processes.
• Complete other tasks and responsibilities as assigned.

Required Qualifications:

• Bachelor's Degree.
• 3 to 5 years of academic medical education experience.
• Knowledge of accreditation guidelines, strong written and oral communication skills, strong organizational and interpersonal skills, critical thinking skills, ability to work on multiple projects simultaneously, ability to manage and complete projects is vital.
• Or, a satisfactory equivalent combination of experience, education and training to the above. 

Preferred Qualifications:

• Master's Degree.
• TAGME Certification. 
• Solid experience/knowledge of MS Office Suite, Teams, Zoom, New Innovations, Thalamus, Amion, ERAS, WebADS.  

Work Schedule:

Variable Days; 9:00am to 5:00pm (Full-Time)

Salary Grade/Rank:

Salary Range:

Commensurate with experience and qualifications

Executive Order:

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation.  If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

Equal Employment Opportunity Statement:

SUNY Downstate Health Sciences University is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, and all other protected classes under federal or state laws.

Women, minorities, veterans, individuals with disabilities and members of underrepresented groups are encouraged to apply.

If you are an individual with a disability and need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please contact Human Resources at ada@downstate.edu