Training Coordinator

Overview

The Department of Psychiatry Training Division, is searching for a dynamic individual who is highly organized, approachable, and collaborative for a part time (20 hours per week) position.

The Training Coordinator position provides program coordination for the Geriatric Psychiatry Fellowship Program (50%) and Addiction Psychiatry Fellowship Program (50%).

This person will work in tandem on these programs with a Portland VA based coordinator. In slower periods, this person may be asked to provide some help for other training programs in the Department of Psychiatry.

Duties and responsibilities are varied and can include but are not limited to coordination of educational activities (meetings, reviews, events) for the fellowship programs, rotations for fellows, coordination of fellowship recruitments and onboarding efforts, and maintenance of program and trainee data.

You will be the key support system along with the VA counterpart for the Fellowship Program Directors and fellowship faculty engaged in educational activities.

The successful candidate knows how to ask for help from the larger Department, is a team player, and lives to serve by providing excellent administrative and training support to the fellowships.

The successful candidate has excellent attendance, works efficiently, smoothly transitioning duties of one fellowship to the other.

The work day for this successful candidate is varied, and duties will change seasonally with the academic annual calendar.

This position can be almost entirely remote, though candidate must live close enough to OHSU’s main campus that they can tend to any potential in person issue on the same day if needed and take care of occasional in person administrative tasks (copying / scanning, mail distribution, etc).

There may also be a few activities or events throughout the year which in person attendance will be required.

Pay Range : $28.25 - $38.19 per hour

Function / Duties of Position

• Program Coordination : Serves as liaison between fellowship programs and OHSU GME; Coordinates agreements and contracts with away sites;
• acts as contact person for training programs; Helps develop fellowship technical policies, procedures, and forms; Disseminate policies and information to trainees and faculty;
• Plan and coordinate meetings, seminars, and conferences; Plan and prepare training for trainees and faculty; Provide information about OHSU and ACGME policies and processes;

Coordinate editing, proofing, delivery of fellowships’ communications; Judgment in making independent decisions regarding the coordination of the program.

• Scheduling & Event Planning : Coordinate and attend all fellowship educational policy and competency meetings and clinical competency committee meetings and record minutes;
• Help plan graduation; help coordinate seminar scheduling; schedule and monitor evaluations of fellows and faculty in MedHub;

help create rotation schedules.

• Record Keeping & Database Management : Maintain fellowships accreditation files and trainee portfolios, and keep informed of all ACGME policies and updates;
• Make sure graduation / board eligibility requirements are being met and complete verifications for fellows and alumni; Collect data on trainees and program and submit to GME and multiple national databases, including ABPN, ACGME, MedHub, and NRMP;
• Assist in fellowship compliance and accreditation. Organize and maintain computer records; Copy / scan / maintain seminar materials as needed, process reimbursements, order catering, make room / AV reservations, screen and distribute fellow mail, provide information to staff and faculty, file, and order books as needed;
• Investigates circumstances, responds to questions and resolves discrepancies; Assist in annual budgeting process; Complies, maintains and tracks financial activities;

orders supplies for immediate training program utilizing computerized purchasing.

• Recruitment & Onboarding : Plan and organize applicant interview days, communicate with potential interviewees, explain policies, procedures and general program information to applicants;
• Communicate with matched / incoming fellows, coordinate fellowship orientation, and ensure fellows have completed all onboarding requirements for all training sites;

Explains policies and procedures for obtaining trainee services; Compiles statistical information related to program or operation measuring success rate and / or performance to be used by others to make decisions related to the program.

Contract Billing : Process billing statements for program-related contracts on a monthly and quarterly basis.

All other duties as assigned.

Required Qualifications

Four years of general office or secretarial experience; OR

An Associate’s degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR

A Bachelor’s degree and two years of general office or secretarial experience; OR

An equivalent combination of training and experience

Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience.

Ability to perform the job duties with or without accommodation.

Preferred Qualifications

Educational training in Business Administration, Management, Public Administration, Education, or a field directly related to the position

Two years’ experience coordinating and implementing an entire administrative process including analyzing data, tracking and communication with outside groups

Experience with explaining and disseminating policies and procedures

Demonstrated experience with education and training program management or coordination

Experience in a Graduate Medical Education program

Knowledge of medical student clerkships, residency training or fellowship training processes and procedures

Ability to manage multiple education and training programs

Fellowship training experience preferred plus ERAS, MedHub, and other software programs as needed

Intermediate level skills with MS Office (Word, Excel, Outlook, PowerPoint)

Ability to schedule appointments and handle complex calendaring

Demonstrated skills with composing, editing, proofing, and copying written materials.

Experience with event coordination, catering, and meeting / greeting visitors and affiliates

Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers

Excellent grammar, phone demeanor, oral and written communication skills required

Ability to prioritize tasks in a fast moving environment to ensure the smooth flow of services and operations; exceptional organizational skills and detail oriented skills

Must exhibit professional behavior at all times, in person, over the phone and through electronic communications

Ability to maintain the highest level of confidentiality and exercise discretion at all times; work independently and function as a team player

Additional Details

This position can be almost entirely remote, though candidate must live close enough to OHSU’s main campus that they can tend to any potential in person issue on the same day if needed and take care of occasional in person administrative tasks (copying / scanning, mail distribution, etc);

Since this is a part time position (20 hours per week), work hours are negotiable with manager and Program Directors, but must occur during standard business hours (weekdays 8 : 00am 4 : 30pm).

There may be possible evening and weekend work for special events. Professional appearance and behavior are essential to the role.

Maintaining a calm demeanor in all situations is the norm.

All are welcome

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status.

Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply.

To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or