Medical Education Coordinator

Department

BSD PSY - Educational Operations

About the Department

The Department of Psychiatry and Behavioral Neuroscience at the University of Chicago has a longstanding commitment to excellence in clinical care, education, and research. Its faculty bring expertise across the psychiatric subspecialties and in behavioral neuroscience, with a shared focus on advancing the understanding and treatment of mental illness.

Research within the Department is broad and multidisciplinary, spanning clinical, translational, and neuroscience research. Areas of expertise include anxiety and mood disorders, autism spectrum disorders, bipolar disorder and schizophrenia, dementia and cognitive disorders, eating and weight disorders, including obesity, substance use disorders, and impulse control and related disorders.

This work is carried out through established research programs, including the Center for Psychiatric Genetics, the Human Behavioral Pharmacology Laboratory, the Addictive, Compulsive and Impulsive Disorders Research Program, and the Eating Disorders Research Program. Many faculty hold appointments in the University of Chicago Neuroscience Institute, and the Department supports NIH-funded T32 training programs in eating disorders and in addictions.

Faculty also examine developmental and other factors that influence mental health and treatment response, using approaches such as neuroimaging, genetics and genomics, human behavioral pharmacology, behavioral research, and clinical investigation.

Together, these efforts support the Department’s mission to advance psychiatric knowledge, educate the next generation of clinicians and scientists, and improve outcomes for individuals affected by mental illness.

Job Summary

The Medical Education Coordinator Coordinator for the new Medicine Psychiatry Program at UChicago Medicine, with oversight and direction from the Program Directors in Psychiatry and Medicine, is responsible for the operational and financial management of the training program. The position requires the comprehensive and detailed understanding of hospital policies and national requirements for accreditation, as well as a high degree of initiative and independent judgment, and team building skills.

This position will serve as the liaison and bridge across several departments, helping to facilitate communication, coordinate efforts, and ensure alignment and follow-through among all parties involved. The Medical Education Coordinator, as a full time employee, shall continually assess and direct long range planning, maintain accreditation, operational and financial activities, recruiting, analyzing work flow, communicating with faculty and trainees, and managing affiliations with outside institutions.

Responsibilities

• Meets regularly with the Program Director providing guidance regarding program building and significant program issues.
• Interprets ACGME, National, and State accrediting policies to support compliance.
• Administration of Clinical Competency Committee, Program Evaluation Committee, and Residency Selection Committee, Program Administration, and Faculty Meetings by providing agenda and minutes.
• Provides administrative supervision and support to residents.
• Acts as a liaison between residents and administration when needed; ensuring compliance with all ACGME requirements.
• Interacts with both Departments administrations regularly and our GME.
• Initiates and maintains Program Letters of Agreement and all necessary documents for outside rotations.
• Orchestrates recruitment process, information from ERAS, and coordinating events on interview day.
• Performs all Match responsibilities and corresponds with applicants, candidates and newly matched interns.
• Coordinates orientation for new residents in conjunction with the GME office.
• Manages necessary national data base systems with entry and updates of resident information.
• Manages resident tracking, evaluations, procedure logs, duty hours, and current resident files.
• Has access to digital records of past residents for ongoing requests and correspondence.
• Verifies trainees certification for temporary license, tracks and processes initial paperwork for visas.
• Attends mandatory residency coordinator ACGME meeting.
• Distributes monthly resident schedules when necessary to hospital staff.
• Receives, sorts, responds to incoming program correspondence.
• Facilitate and oversight of payments of petty cash $100.
• Assist in ACGME Self Study, Site Visit, and CLER visit.
• Manages all aspects of Medhub for areas of program and resident compliance in rotation scheduling, duty hours, time off, and evaluations.
• Plans annual department events, graduation, outings, dinners. Informs residents of policy and procedure changes with assistance from GME.
• Update the annual Residency Brochures and Residency Websites for programs.
• Participates in day-to-day operations of accredited and non-accredited residency and fellowship training programs and ensures compliance with organizations such as the American Council of Graduate Medical Education (ACGME) and Residency Review Committees (RRC).
• Coordinates and interprets requirements of the training program, including accreditation, duty schedules, evaluation process, resident/fellowship recruitment, Match process, orientation and employees relations.
• Has a moderate/high level of authority in reporting and ensuring compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.
• Performs other related work as needed.

Minimum Qualifications

• Education: Minimum requirements include a college or university degree in related field.
• Work Experience: Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
• Certifications: ---

Preferred Qualifications

• Education: Bachelor degree.
• Experience: Previous experience within an Academic Medical Center environment.
• Previous experience in graduate medical education.
• Technical Skills or Knowledge: Proficiency with Microsoft Office applications, particularly Excel and Outlook.
• Proficiency with Medhub.
• Preferred Competencies
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Ability to handle public contacts with courtesy, clarity, and diplomacy.
• Ability to handle sensitive and confidential situations and information with absolute discretion.
• Excellent problem-solving skills.
• Ability to follow an issue through to resolution.
• Considerable skill in working both independently and as a team member.
• Proficiency with word processing applications, spreadsheets, and databases.
• High attention to detail and the ability to perform multiple tasks, and excellent organizational skills.
• Independence in decision making and judgment, ability to work with minimal supervision, and function both as a team member and be involved in program problem solving.
• Working Conditions
• Office Environment.
• Application Documents
• Resume (required)
• Cover Letter (required)
• The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.
• When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.
• Job Family
• Healthcare & Medical Services
• Role Impact
• Individual Contributor
• Scheduled Weekly Hours
• 40
• Drug Test Required
• No
• Health Screen Required
• No
• Motor Vehicle Record Inquiry Required
• No
• Pay Rate Type