Program Specialist, Rural Psychiatry Residency, Addiction Medicine Fellowship and Addiction Psychiatry Fellowship Programs

St. Luke's is proud of the skills, experience and compassion of its employees. The employees of St. Luke's are our most valuable asset! Individually and together, our employees are dedicated to satisfying the mission of our organization which is an unwavering commitment to excellence as we care for the sick and injured; educate physicians, nurses and other health care providers; and improve access to care in the communities we serve, regardless of a patient's ability to pay for health care.

  

 

 

 

Responsible for the smooth functioning of the day-to-day activities of the Rural Psychiatry Residency, Addiction Medicine Fellowship and Addiction Psychiatry Fellowship programs. Provides confidential secretarial and administrative services for the Director of the Residency and Fellowship Programs. Assures that proper administrative procedures are maintained at all times. These include medium and long-range planning and assurance of compliance with regulations and documentation as mandated by review agencies. This position will require daily and frequent response to rapidly expanding training programs. The person must present a range of skills and abilities needed to oversee the functioning of the changing and growing needs of these programs. Exceptional ability to interact with physicians, administrators and support staff from diverse institutions and departments is required. The person must present a professional manner and be able to translate the goals and needs of the program into specific action plans. The person filling this position will need to use computer technology and modern information services including on-line databases, Internet communication and teleconferencing to fulfill the requirements of a modern academically oriented department. The intent of this job description is to provide a summary of the major duties and responsibilities of this position and shall not be considered as a detailed description of all the work requirements that may be inherent in the position.

JOB DUTIES AND RESPONSIBILITIES:

• Creates, organizes, and implements the recruitment plan and timeline for the training programs, (e.g., number of residents, objectives and subjective criteria for the selection of residents, number of interview dates, notification of faculty that interview applicants and their support staff of the actual dates of the interviews, notification and scheduling of resident participation in the interview process, and preparation of appropriate correspondence to applicants during the recruitment process.)
• Creation, design publish and disseminate all recruitment materials. (This includes brochures, pamphlets, Web sites, etc.)
• Operation and maintenance of the Electronic Residency Application Service (ERAS) files.  Performs
• initial screening, and gives selection suggestions for residency candidates, and/or performs pre- screening filter/sorts for the Program Director. Print, chart and maintain selected applications for the selected review committee.
• Composition, administration and dissemination of post-interview and post-match survey to all applicants.  Review and assess responses and summarized comments and recommendations for improvement of the next year’s recruitment activities.
• Assist with or help with international trainees acquire appropriate visa status.
• Responsible for and/or acts as the liaison to State and Federal regulatory offices. Obtains and processes necessary documentation for various resident/fellow licenses.
• Collection of biographical data on all resident/fellows ensuring accuracy of documentation required for permanent record annually updates information on graduates.  Prepares and maintains academic and administrative records on resident/fellow physicians both past and current that include: all correspondence, experience reports, tracking and reporting of vacation, sick, educational time away (CME), and off services, certification reports, courses attended, and initial ERAS file with accompanying documents, etc.
• Management of the assembly, formatting, tabulation, data entry, printing and presentation of data for governing body reports. (I.e. annual reports, Residency Review Committee (RRC), Graduate Medical Education reports including AMA-Frieda and the National Resident Match Program (NRMP). Compilation of information for surveys, questionnaires, census reports, applications, USMLE and state licensure and other forms and documents required by outside agencies.  Orchestration of RRC site visits, including preparation of statistics and data, and organization of visit activities requested by the site visitor.
• Interaction with the Graduate Medical Education (GME) office to provide consolidation of required documents and file completion to include: all aspects of the NRMP, applications for new residents (ERAS or institutional), contracts/residents ag