Project Coordinator Education Coordinator

The OHSU Department of Psychiatry is seeking an individual for a Project Coordinator / Education Coordinator who is highly organized collaborative approachable innovative and thrives in a busy environment to provide administrative support for educational programs at Unity Center for Behavioral Health. Unity offers emergency as well as inpatient and future outpatient mental health treatment for adults and adolescents. It serves as a major training site for the OHSU Department of Psychiatry as well as partner mental health training programs in the area. This includes psychiatry residents and fellows NPs PAs medical students social work students and psychologists.

This position will be required to be in person 70% of the time with some remote work available the remaining time. This position has the following breakdown: 50% of time for Unity specific education activities 30% for coordination of OHSU Psychiatry Residency and 20% for coordination of Advanced Practice Provider (APP) fellowship.

Duties and responsibilities are varied and can include but are not limited to coordination of trainees and educational programming (meetings events evaluations) for rotations at the site onboarding and offboarding of trainees and maintenance of program and student data.

This position works closely with the Department of Psychiatry education team and Unity teaching faculty.

Record Keeping & Data Management:

• Maintain APP fellowship and Psychiatry Residency accreditation files and trainee portfolios and keep informed of all programmatic policies and updates
• Develop central repository of education focused activities happening on site and educational resources for faculty and learner development
• Gather feedback from learners and help create action plans for any needed improvements
• Make sure requirements are being met for APP fellows to stay on track to graduate and complete verifications for program fellowship and residency alumni
• Collect data on trainees and program and submit to OHSU Graduate Medical Education office (GME) and multiple national databases including AAMC ABPN ACGME MedHub and NRMP
• Provide information about OHSU Unity (Legacy) and ACGME policies and processes

• Creates data workflow to understand full capacity of site and maximize learner placement

Site Onboarding and Orientation:

• Helps coordinate pre-rotation communication and account access
• Meets trainees and students on first day of rotation to get badged tour facility and connect with supervising faculty
• Assists in creation and distribution of policies and procedures to onsite learners and faculty
• Assist in on-site orientation activities for APP Fellowship OHSU Psychiatry Residency and Child Psychiatry Fellowship at beginning of academic year.
• Meets with new Unity faculty to give an overview of academic mission and scope of the site.
• Act as a contact person and resource for visiting trainees and students

Scheduling & Event Planning:

• Creates and maintains master schedule for space availability and trainee placement
• Coordinate learners lunch interview series on site didactics and other education activities
• Help plan graduation
• Support on-site CME events and other educational activities for faculty development
• Copy/scan educational materials
• Reserve rooms and send invites for educational and training activities
• Proctor Exams
• Order catering

Recruitment:

• Fields questions from prospective Nurse Practitioner trainees and works with site director to determine availability
• Helps plan and organize recruitment and interview days for APP Fellowship and Psychiatry Residency

Finances

• Process reimbursements for APP fellowship and Psychiatry Residency
• Orders supplies for training programs
• Work with Unity leadership to develop process to assess track and monitor payments from partner educational institutions

Other duties as assigned.

• Four years of experience as an executive assistant administrative analyst researcher or administrative officer which included administrative duties provision of technical assistance or operations review. Two of the required years must have included administration or oversight of an on-going project or program.
• A Bachelors degree in Business Administration Management Public Administration or a closely related field may be substituted for up to two years of the required experience.
  • Note: there is no substitution for the two years of administrative experience.
• Intermediate level skills with MS Office (Word Excel Outlook PowerPoint).
• Ability to schedule appointments and handle complex calendaring.
• Demonstrated skills with composing editing proofing and copying written materials.
• Experience with event coordination catering and meeting/greeting visitors and affiliates.
• Demonstrable record of reliable attendance punctuality and proven successful performance at past and present employers.
• Excellent grammar phone demeanor oral and written communication skills required.
• Ability to prioritize tasks in a fast moving environment to ensure the smooth flow of services and operations; exceptional organizational skills and detail oriented skills.
• Must exhibit professional behavior at all times in person over the phone and through electronic communications.
• Ability to maintain the highest level of confidentiality and exercise discretion at all times; work independently and function as a team player.

• Educational training in Business Administration Management Public Administration Education or a field directly related to the position.
• Two years experience coordinating and implementing an entire administrative process including analyzing data tracking and communication with outside groups.
• Experience with explaining and disseminating policies and procedures.
• Demonstrated experience with education and training program management or coordination.
• Experience in a Graduate .Medical Education program.
• Knowledge of medical student clerkships residency training or fellowship training processes and procedures.
• Ability to manage multiple education and training programs.
• Fellowship training experience preferred plus ERAS MedHub and other software programs as needed.

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