A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
The University of Michigan, Department of Psychiatry is seeking a full-time Post Doc Program Coordinator. The primary function of this role is to provide support to the Psychiatry Residency and Fellowship programs, along with the Psychology Postdoctoral Training Program with a high level organization and expertise. Basic foundation in administrative and educational concepts and practices sufficient to enable the incumbent to recommend changes in processes, to devise and install procedures, and to foresee administrative problems and requirements is needed.
Provide administrative and clerical support to the Psychiatry Residency/Fellowship programs including credentialing, recruitment, and scheduling core lectures for residents. Communicate with GME Office on programmatic and resident/fellow issues. Order, setup, and cleanup lunches for resident lectures. Assist residency program with preparation of ACGME site visit. Assist and act as backup to the Assistant Program Coordinator for the Psychiatry residency program as well as backup to the Program Coordinator for the Psychiatry Fellowship programs. Other job duties as assigned by the Residency Program Manager.
Act as the Psychology Postdoctoral Training Coordinator for the University of Michigan/Ann Arbor VA Training Network. Provide administrative and clerical support to the Postdoctoral Training Program, including the Training Director and the Postdoctoral Training Committee. Facilitate recruitment of new fellows, assist with the completion of HR forms and coordinate onboarding/off boarding of fellows and practicum students. Collect and critically evaluate all credentialing documents and answer any related questions to resolve issues. Provide orientation to new fellows and act as the liaison between the fellows and Training Director. Create, distribute and collect bi-annual evaluations for fellows, training program and supervisors. Analyze these evaluations for concerns and share this information with the Training Director. Ensure memberships are paid in a timely manner and complete annual reporting. Maintain American Psychological Association (APA) accreditation status and prepare for APA site inspections. Coordinate Training program special events such as annual lecture, welcome party, and orientation. Other job duties as assigned by the Training Director.
Financial responsibilities include using the Concur system, creating and submitting travel expense reimbursement reports. Prepare and submit monthly PCard reconciliation expense reports. Place weekly catering orders for the Psychiatry Residency and monthly catering ordering for the Postdoctoral Fellowship. Utilize MPathways to ensure memberships are paid in a timely manner.
Adhere to policies and procedures of UM and the Department of Psychiatry. Coordinate and assist in planning general purchases related to research operations; provide the manager with input on optimal uses of financial resources and suggest improvements to process and lower costs.
General Office Administration/Support Duties:
Maintain general upkeep of research operations office support (help with fax issues, copy/printer issues); assist with facility maintenance requests, lockouts, as needed. Provide friendly, professional support and coverage to faculty/staff/guest requests.
Human Resource Responsibilities:
Assist with on-boarding new postdoctoral fellows and off-boarding of fellows who are terminating from their position. Collect University property including badges, pagers, computes, etc. Maintain confidentiality and exercise discretion.
Proficient in Microsoft Word, Outlook/email/calendaring, Excel and PowerPoint
Experience with financial management and account reconciliation
Experience in Concur & M-Pathways preferred
Outstanding written and verbal communication skills
Attention to detail and accuracy is essential
Excellent oral communication skills and customer-service skills
Ability to handle multiple tasks in a fast-paced office environment with competing deadlines
Excellent team skills are essential
Associate’s degree or equivalent experience
1-2 years of Administrative Assistant or office experience
Demonstrated strong organizational, attention to details and accuracy skill set
Reasonable knowledge of University business policies and procedures.
1-2 years of work experience in a University financial aid, graduate program coordinator, or student services administrative capacity.
Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.
The University of Michigan participates with the federal EVerify system. Individuals hired into positions that are funded by a federal contract with the FAR EVerify clause must have their identity and work eligibility confirmed by the EVerify system. This position is identified as a position that may include the EVerify requirement.
The University of Michigan is an equal opportunity/affirmative action employer.
Internal Number: 176620
About University of Michigan - Ann Arbor
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For" survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.