"CAP / PPPP Residency Program Coord 1 - Psychiatry"

Job Summary

This position supports the Department of Psychiatry and Health Behavior's Child and Adolescent Psychiatry (CAP) Residency Program; as well as, the Post Pediatric Psychiatry Portal (PPPP) program. The position handles all administrative support functions for these programs. This position also provides administrative assistance to the Section Chief of Child and Adolescent Psychiatry (CAP Training Director) and CAP faculty and residents.

Responsibilities

The responsibilities include, but are not limited to:

Daily & Ongoing

Oversees the day-to-day operations of the child and adolescent psychiatry fellowship and PPPP programs; communicates with GME constituents; maintains up to date knowledge of ACGME policies and procedures with complete and detailed understanding of all common and specialty program requirements. Additionally, the position works with the Assistant Program Director to develop resident rotations and schedules; maintains schedules and sends updates as needed; manages off site rotation schedules and requirements, and evaluates resident morale and responds to concerns as needed.

Grand Rounds Coordinator

Coordinate weekly schedule, technical, and occasionally in-person speakers for Grand Rounds. This is to include but is not limited to the creation of itineraries and travel plans for presenters; publicizing presentations; assisting with presentation materials; managing room reservations on campus to include audio/visual resource requirements; managing documentation necessary for attendees to receive CEU credits.

Assist other Administrative Staff as Needed

Assist other Administrative Staff as Needed

Other responsibilities as Requested

Other responsibilities as Requested

Program Director Support

Coordinate/Facilitate annual meetings with faculty, residents, site directors regarding the program: Education Policy Committee; Clinical Competency Committee; Faculty Development

Annual Residency Program Review - preparation includes creating the schedule and agenda, and collecting, organizing review data, meeting minutes and assisting PD in monitoring/implementing action plans.

Track post-graduate survey results for the program, with summary data tables and information as needed

Program Letter of Agreement ' Maintain current PLA for every rotation site per ACGME requirements

Annual Program Policy Review 'Assist PD with updating/creating, distributing, interpreting and enforcing program policies

Data Management and Reporting

The Residency Coordinator I Position manages the residency management system (One-45) to track duty hours and monitor compliance; ensures residents and faculty are trained to recognize signs of stress and fatigue in physicians and monitor levels among trainees. The position also manages evaluations within One-45; maintains resident portfolios; ensures residents/fellow compliance with GME/AU MCG procedures; ensures resident compliance with AU credentialing requirements, including DEA, medical licensing, HIPPA, immunizations, and other trainings.

Fiscal Management

Forwards appropriate documentation to business manager for processing of reimbursements for supplies, etc.; manages resident leave requests through processing leave requests and tracking in residency management system.

Curriculum Management

Coordinates resident events including conferences, retreats, BLS training, conferences, etc.; ensures completion of all ACGME required components of resident, faculty, rotation, program and other evaluation in the residency management system; assists in development of resident remediation plans; assists in the preparation of appropriate letter of recommendation for graduates and verification of training requests; maintains residency database and hard copy files of current trainees and alumni. Coordinates and staffs meetings, including CAP division meeting, ACGME self-study/site visit meetings, CCC meetings, APE, and meetings with program directors and residents. Arranges for professional development for program faculty as needed.

Human Resource Management

Triages faculty/resident/applicant needs, advising of policies, requirements, regulations, etc.; trains additional department staff and encourages team development; ensures that confidential files and records are maintained; processes and records requests for vacation; ensures residents gain and maintain membership in all relevant professional organizations.

Monthly

Establishes and maintains didactic schedule of events to include lecture series, case conferences, journal club, etc.; enters schedule information into data management systems; distributes monthly rotation schedule; maintains all essential documents required for program accreditation, including program info for program policies, logs and other documentation, updates electronic PIF; coordinates all social functions.

Annually

Create annual schedules; coordinate semiannual resident reviews; develop and reviews department program policies in coordination with residency program director; assist program directors in review of curriculum, rotation goals and objectives and evaluation tools for updates as needed. Organize annual retreats including annual program review. Manage applicant interview process by coordinating review and screening of all applications, interviews, managing interview day activities, and submitting rank order lists; manage appointment process for incoming residents and arranges for pages, badges, keys, etc. Produce appointment packet with resident manual for incoming residents; plan, organize, and schedule program specific new resident orientation, survey alumni for feedback on training experiences and current practice locations; complete surveys and ensure information is up to date in GME systems. Submit annual reports to accreditation and other agencies; order equipment and supplies as needed; assist in organizing graduation events and certificates. Work with GME office to schedule internal reviews, prepare necessary documentation for meetings and participates in review meetings; work with PD to develop response to concerns noted in annual ACGME resident survey. Schedule in-service examinations.

Miscellaneous

Provides office support for residents; prepare affiliation agreements and program letters of agreement with participating institutional and external training sites. Processes application and appointment for visiting students, residents, and fellows. Coordinates marketing activities and communication for program recruitments; maintain historical record of the program and program library. Forward all pertinent residency training program information to the website coordinator on a regular basis

Other

Attend AU GME Program Coordinator meetings; collaborate with GME colleagues on local and national initiatives; attend local, regional and national GME, ACGME and AADPRT conferences; seek participation and cert in professional organization; provide resources for career development, job searches, job fairs, fellowship, etc. provide administrative support to PD. Perform all other related duties as assigned.

Required Qualifications

Educational Requirements

Bachelor's degree from an accredited college or university and one year educational program or similar experience OR Associate's degree from an accredited college or university and 4 years professional or administrative experience to include minimum of 2 years of educational program experience or similar experience. OR High school diploma, GED from a recognized state or federal accredited organization and 7 years professional or administrative experience to include minimum of 4 years of educational program experience or similar experience.

Knowledge, Skills, & Abilities

ABILITIES

Ability to maintain confidentiality

Excellent interpersonal and written/verbal communication skills

Great organizational skills and ability to demonstrate proven initiative

Proficient with Microsoft Office and other computer software/databases

Shift/Salary/Benefits

Shift: Days/M-F

Pay Band: 9

Salary Minimum: $20.29/hour - $20.43/hour

Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position

Recruitment Period: 7/23/25

Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.

Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays.

Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!

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