Sr. Residency Training Program Administrator - 137473

UCSD Department of Psychiatry is one of the most innovative and productive academic departments in the country, offering challenging career opportunities in the diverse areas of advanced educational programs, cutting-edge research, and state-of-the-art clinical services. The department is in a phase of expansion, innovation and development, offering a dynamic work and learning environment with substantial opportunities for the career development of its talented and dedicated employees.

Reporting to the Residency Training Program Director and Department Chair, the Senior Residency Training Program Administrator is responsible for managing and overseeing the operations of the Psychiatry Residency Training Program and communicating with key partners and stakeholders. The Psychiatry Residency Training Program is an ACGME-accredited program tasked with the mission of providing training and career development opportunities for medical professionals seeking to become psychiatrists at UCSD. The Department of Psychiatry Residency Training Program is large and complex, with partnerships at the VA San Diego, Rady Children's Hospital and other community sites, supported by funding from the UCSD College of Medicine, UCSD Healthcare System, the County of San Diego, US Dept of Veterans Affairs and the National Institutes of Health. The program is currently undergoing rapid growth, programmatic redevelopment, and relocation into modern new facilities at UCSD East Campus. It is anticipated to add new positions in the next 2 years and have 64 interns, residents and chief residents by 2027. The Psychiatry Residency Training Program also administers aspects of advanced, post-graduate training for ACGME-accredited Psychiatry fellowships at UCSD including Addiction, Consult-Liaison and Child & Adolescent Psychiatry, and Geropsychiatry.

It is expected that the Senior Residency Training Program Administrator is able to anticipate common problems, identify solutions and work effectively with minimal supervision. Key responsibilities include maintenance of regulatory compliance with credentialing agencies, planning and scheduling educational activities, overseeing finances and expenditures, managing recruitment activities, distributing and collecting program evaluations, ensuring resident maintenance of certifications, event planning, and alumni relations and development.

Specifically, the Senior Residency Training Program Administrator oversees onboarding, credentialing and timekeeping for residents in the program; provides direction to support staff and other administrators; communicates and coordinates with affiliated training organizations at the VA and community hospitals, ensures residents comply with all licensing/certification requirements, registrations and application deadlines for training exams and licenses. The administrator facilitates and proctors all in-house training exams (e.g. PRITE) and clinical evaluations (CSE) to meet ACGME requirements; independently manages the program budget to include reconciliation, travel, purchase orders, recharges and reimbursements; serves as the liaison between UCSD residents, faculty, affiliated institutions, community physicians, outside agencies, the UCSD offices for Graduate Medical Education Offices, and acts on behalf of Director as needed. Assist with other project and miscellaneous tasks as required.

• Seven years of related experience, education/training, OR a Bachelor's degree in related area plus three years of related experience/training.

• Thorough knowledge of relevant policies and regulatory requirements. Solid knowledge of health professions education program requirements. Thorough knowledge of health professions education industry.

• Thorough knowledge of administrative analysis and operations research. Demonstrated ability to develop and implement processes and systems. Thorough knowledge of the administrative and operational implications in a program.

• Demonstrated experience and documented excellence in oral and written communications skills; includes active listening and critical thinking.

• Strong interpersonal skills. Actively cooperates and supports the work of others. Ability to work productively with anyone regardless of background. Empathetic and aware of impact on others. Strong problem-solving skills to assist learners and resolve issues. Must be able to maintain confidentiality.

• Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to complete work and meet established deadlines in an accurate and timely manner, and to manage short and competing deadlines.

• Thorough knowledge of educational software and platforms. Demonstrated ability to analyze and seek solutions to enhance the user experience.

• Thorough knowledge of data management, documentation methods used in investigating and presenting findings about the program. Skills include statistical analysis of data across databases and systems.

• Advanced experience in development of systems to track, monitor, and report programs and program compliance.

• Proven ability to communicate effectively in administrative meetings regarding all areas of the Residency - academic, fiscal, administrative, and management.

• Demonstrated experience to conduct interviews, performance management, training and development.

• Extensive PC and software experience to include Windows, Microsoft Office Suite (Word, Excel, PowerPoint) and Internet Navigation.

• Demonstrated bookkeeping/accounting/fiscal management skills. Demonstrated knowledge and experience to successfully manage a complex budget with many differing funds.

• Demonstrated knowledge of implementing and overseeing a Residency Training and Fellowship Program.

• Comprehensive understanding of ACGME General Program and the ACGME Residency Review Committee and understand their implications for a residency program. Demonstrated thorough knowledge of the professional goals of an accredited training program, including comprehensive knowledge of ACGME requirements.

• Demonstrated thorough knowledge and understanding of all components of the medical education process, including undergraduate medical education (medical school), postgraduate residency training, and continuing medical education after residency.

• Advanced organizational skills to meet many concurrent deadlines on a variety of projects. Must be able to prioritize workload while keeping functions in perspective and to encourage others to work with you to complete projects.

• Excellent communication skills to obtain and impart information via the telephone, electronic mail, and in person.

• Knowledge of PPS, Oracle, On Line Timekeeping, IFIS, ERAS, and Financial link.

• Demonstrated knowledge of the Med Hub and/or Electronic Residency Application Service. Demonstrated ability to quickly grasp new computer and web applications for various surveys, etc.

• Demonstrated knowledge of UCSD personnel policies and procedures and appropriate appointment forms and processes.

• Demonstrated knowledge of UCSD travel/accounting/purchasing processes, tools, and forms.

• Master's degree in related area.

• Certification in the specialty of Psychiatry in the National "Training Administrators of Graduate Medical Education."

• Demonstrated experience in Graduate Medical Education.

• Employment is subject to a criminal background check.

• Must be able to work hours, nights, and weekends as deadlines may dictate.

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