Program Coordinator

POSITION SUMMARY:

This position reports to the Director of CMTP and provides programmatic and administrative support, as well as project coordination support for the CMTP program.

The CMTP Program Administrator is responsible for assuring that the CMTP (which includes trainees and educational faculty/supervisors) are properly organized, well-coordinated, effective, monitored, and in compliance with requirements set by Boston Medical Center (BMC) and by all organizations and agencies (such as the APPIC, the APA and the educational grants). The program administrator provides administrative and coordination support related to Psychology interns, post docs, and LMHC students, and additional Masters level students as needed. The Program Administrator responds to all inquiries related to the training programs, and interfaces with appropriate individuals, doctoral programs, licensing bodies, and affiliated institutions and organizations to obtain all necessary paperwork to onboard, maintain, and off-board trainees, in addition to faculty members of the program. Operating independently with minimal direction, the Program Administrator serves as a liaison between trainees, the CMTP Program Director, the accrediting bodies, and the hospital. Prepares and monitors all required weekly, monthly, quarterly, mid-year, and annual reports for APPIC and APA, under the guidance of the CMTP Director and will assist with other trainee-related reporting needs. 

The Program Administrator will organize and manage the various parts of a grant project to ensure its success, under supervision of the Project Director. It will include liaising between the M-STOP & M-CAP teams and the CHC;s and team members to get things done in a timely manner in accordance with the Project expectations and deadlines. This includes scheduling stakeholder meetings, creating progress reports, invoices, contracts, and other financial files for easy access. Assigning and monitoring daily tasks and communication, assisting with APA matching, scheduling interviews, and recruitment and orientation of trainees, will also be part of the role.  

Position: Program Coordinator

Department: Psychiatry

Schedule: Full Time

JOB REQUIREMENTS

Program Scope:

• The Program Administrator may support small to mid-size programs independently or is part of a team that supports a larger program
• Maintains a thorough and up-to-date knowledge of APA, APPIC, NMS, HRSA and common and specialty-specific program requirements and superb skills related to the administrative management of the training programs. Seeks support and guidance from the CMTP Program Director, as needed.
• Actively participates in Program Administrator weekly meetings, and other trainings/events related to BMC and the CMTP Training Program and departmental meetings related to other psychology trainees as needed

CMTP Program Administration responsibilities:

• Point person for preparing, coordinating, and organizing materials and logistics for program recruitment/interview/match days as well as orientation for new trainees.
• Coordinate and manage hospital-wide (BMC) orientation, CMTP orientation, and on-boarding processes for trainees.
• Manages and performs all administrative responsibilities related to recruitment/hiring, licensing paperwork, RedCap management, and advancement of trainees and communicates with trainees about related requirements, trainings, and processes. Tracks completion of these tasks and appropriately follows up with those who are incomplete or non-compliant.
• Serves as a liaison for trainees and faculty regarding benefits and Human Resources issues.
• Works with the Program Director to ensure compliance with APA (and or other governing/credentialing body) guidelines and their programs specialty board guidelines.
• Maintains and updates training program website with in tern/faculty changes and required yearly reporting data.
• Assists in preparations for site visits, self-study, grant submissions, and other internal and external review processes.  
• Responsible for establishing and maintaining effective working relationships between the doctoral training programs, leadership, and trainees.
• Assists with tasks such as managing meetings, didactics scheduling, data sheets management, feedback data compilation (Exit interviews, site feedback forms) and evaluations (Seminar, Mid & End-Year) management and follow through.
• Monitors accurate attendance for faculty and trainees. Completes payroll on a weekly basis utilizing Pro WFM, accurately reflecting time off, and tracking vacation/sick days. Ensures compliance with APA/APPIC clinical hours guidelines.
• Schedule and document minutes from weekly and quarterly faculty meetings and disseminate data.
• Schedule and manage all aspects of programming for Program events (Annual Dinner, Identity Dialogues, and others)
• Ensures that all evaluations are up-to-date and stored as per accreditation requirements.
• Develops, communicates, and revises schedules to maintain up-to-date didactics schedule for all trainees for the year.
• Coordinates affiliation agreements and serves as a liaison between BMC and other training sites.
• Coordinates record of training on all trainees for the quarterly, annual reports for APA/APPIC and other associated grants.
• Assists with preparation and submission of abstracts, manuscripts, posters, and presentations as needed.
• Sets up conferences and meetings as directed.  Arranges for and confirms speakers; processes stipends for outside speakers; assists with travel arrangements; books conference rooms, sets up audio-visual equipment, and arranges for food service.
• Prepares and distributes information packages for meetings as necessary. Takes and prepares minutes of meetings, as required. Ensures that minutes and other written documents are accurate and professional.
• Composes high level correspondence, spreadsheets, and presentations independently and with professional quality. Edits and proofreads written materials and verifies the validity of data and documents contained in all reports prior to submission.
• May initiate responses (such as letters of recommendations, good standing letters, program completion letters, employment verification for loan deferments, licensure documentations, etc.) for Program Director’s review or may complete and send out responses on their behalf.
• Handles telephone calls and emails in a professional, courteous manner; responds to inquiries or routes calls to the appropriate source.
• Advances professional growth and development through participation in educational programs and workshops and maintaining knowledge of industry standards and practices.
• Additional project support to the Program Director and faculty members, and other department members as needed, including special projects designed to enhance training program.

CMTP Program Coordination responsibilities

• Coordinate programming amongst CMTP, Grayken, RESTORE, and all the grant supported Community Health Centers
• Assess the BH activities, workflows and unmet needs for BH for the target populations in partnering CHCs.
• Review and follow through on LoA’s and affiliation agreements, getting the annual documentation
• Collect/gather clinical patient data from CHC’s served by the trainees and compose monthly reports.
• Coordinate and collaborate with the evaluator in process evaluation, outcome evaluation, rapid cycle quality improvement (RCQI) and performance reporting to HRSA.   
• Manage the operationalization, implementation, and evaluation of a clinical training grant, ensuring compliance with state and federal regulations.
• Develop databases for survey administration, streamline data collection processes, and gather trainee evaluations of seminars and didactics to report on a quarterly basis.
• Submit the monthly SWP forms with data and assist with data dissemination for conferences.

Other duties

• Adapts to changes in the departmental needs including but not limited to: offering assistance to other team members, providing temporary coverage including back-up coverage for the department of psychiatry administrative team members as needed.
• Utilizes hospital’s behavioral standards as the basis for decision-making and to facilitate the hospital and the department’s mission. Conform to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
• Follow established hospital infection control and safety procedures.
• Must adhere to all of BMC’s RESPECT behavioral standards.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job.  The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

EDUCATION:

Bachelor’s Degree or equivalent combination of formal education and experience.

EXPERIENCE:

• 2-7 years of relevant experience required. Prior experience with graduate medical education programs preferred.
• Previous experience with RedCap preferred
• TAGME certification (or another advanced degree or certification) preferred

KNOWLEDGE AND SKILLS:

• Excellent organizational and multitasking skills
• Excellent written and verbal communication skills.
• Experience working both independently and in a team-oriented, collaborative environment is essential.
• Follows BMC best practices for managing GPE training programs
• Strong critical thinking skills, is able to identify issues and offer solutions. Has demonstrated comfort and ability working independently
• Ability to adjust with shifting priorities, demands, and timelines through prioritizing and problem-solving capabilities.
• Ability to work effectively with all levels of faculty, administration, and staff in situations where one must be courteous but firm in seeking information or cooperation.
• Excellent attention to detail to maintain accurate and complete records of departmental activities and confidential personnel/training records.
• Advanced competency working with numbers, including payroll and budgetary accounting, and data analysis.
• Knowledge of and ability to operate various computer software applications, including but not limited to Outlook, Word, Excel, and Power Point.

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