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Program Coordinator, Fellowships

Company: The American Psychiatric Association
Location: Washington
Posted on: June 10, 2024

Job Description:

This position provides support to daily operations of the APAF Funded Fellowship Programs and the Psychiatry Ambassadors and Student Scholars (PASS) Program, including responding to internal and external APAF fellowship correspondences, assisting with application, selection, and onboarding processes of APAF funded fellowships, processing expense and reimbursements, coordinating travel accommodations to APA meetings and fellowship related activities, and maintaining Fellows databases. -DUTIES & RESPONSIBILITIESAPA Fellowships and PASS ProgramCoordinate programmatic activities associated with the APA Foundation Fellowships and Psychiatry Ambassadors and Student Scholars Program. The incumbent will be responsible for:Internal and external APAF fellowship and PASS correspondencesCoordination of application and selection processes of APAF funded fellowships and PASS participantsProcess all onboarding paperwork for Fellows (ex: contracts, banking information, etc.)Tracking of PASS program projects and participationExpense disbursements/reimbursements and stipendsCoordination of Fellows and PASS resident and medical students' travel and accommodations to APA meetings -RhythmQ portal maintenanceManagement of the RhythmQ portal for applicants and reviewers. This includes:updating emails to applicants and awardeesassigning reviewersdownloading spreadsheets for reviewsproviding RhythmQ with updated documents and formsProcess all onboarding paperwork for selected Fellows (ex: contracts, banking information, etc.)Completion and dissemination of SAM Checks for selected Fellows to LegalMaintenance of the Fellowships Alumni directory -APA Meeting logisticsOn-site logistics of events at APA meetings (e.g., Fellows' Business meetings, National Diversity Networking Breakfast, Diversity Alumni & Fellows' reception, etc.)Purchasing supplies for exhibit booths and APA meetings (e.g. bulk ordering of meeting supplies and tchotchkes for exhibit booths)Purchasing and mailing welcome packets for Fall Fellowship Forum (polo shirts for Fellows, notebooks, pens, etc.)Preparing meeting roomssubmission of account codes to FinanceCoordination of Fellow travel and accommodations to APA meetings -ReimbursementsRecords management (maintenance of reimbursement requests and receipts)Managing travel reimbursements for Fellows for on-site meetingsReviewing hotel and travel registrationsProcessing reimbursements/stipends with Finance -AdministrationInternal and external correspondencesUpdating of contracts on APAF letterhead and other Fellowship acceptance documentsAssisting Fellowships Program Manager with APAF Awards selectionCreation and distribution of Fellows' certificates of completionCoordination of monthly Fellowship conference calls on zoomDevelopment and maintenance of APAF Fellowship participant rosters, listservs and databasesOrganization of data and materials from APAF Fellowship participantsRespond to email and telephone requests for application and other fellowship informationParticipation in weekly in team staff meetings and APAF Fellowship meetings at APAOther duties as assigned - - -COMPETENCIESThe Program Coordinator's performance on these duties and responsibilities will be measured using the following competencies: -SCOPE & IMPACTPerforms administrative tasks for the APAF Fellowships such as managing contracts, data in RhythmQ, processes onboarding materials and reimbursements/stipends for FellowsContributes knowledge and skills in the day to day management of the Fellow Services e-mail inboxProvides suggestions and recommendations that improve processes and increase efficiencyDemonstrates proficiency in the use of Microsoft Office products and RhythmQSupports the APA Foundation Fellowship Program by performing the duties listed above and contributes suggestions to improve processesSuccess is frequently measured by the completion of individual tasks -COMPLEXITY, PROBLEM SOLVING & DECISION-MAKINGMost of the workload is routine and well-defined but has some opportunities for problem solving as challenges arise. Implements solutions with approval from the Director of Fellowships and Medical Education.Completes routine tasks while adhering to well-defined rules and standardsWork output is often a predictable product that is used by others to perform larger portions of the end resultIdentifies routine and predictable problems and recommends solutions to management -RELATIONSHIP MANAGEMENT & AUTHORITYRelationships mainly center on collaborative work within the APAF Fellowship team but also extend to work with other APA and APAF staffRelationships with Fellows is primarily written, but includes face to face and virtual interactionsRelationships primarily follow established protocolRelationships may include significant interactions with Fellows, medical students, members, and other staff members via phone calls, emails, and other modes of communicationUses tact and discretion to obtain cooperation and understanding on routine matters -ORGANIZATIONAL KNOWLEDGEDemonstrates a basic understanding of APAF Fellowship's relationships and responsibilities within the departmentDemonstrates a working knowledge of policies, procedures, and terminology - REQUIRED SKILLS, EXPERIENCE, AND QUALIFICATIONS -High school diploma required. - -BA/BS preferred. - 1-2 years of relevant experienceWell-developed meeting planning skills -Understanding of cultural sensitivity and interest in diversity and health equityProficient writing skills, communication, organization, and prioritization skillsAbility to work with a diverse teamExcellent proficiency with MS Office applications and the InternetEOE, including disability/vetsSalary-$20.24-$26.01/hourPandoLogic. Category:Education, Keywords:Director of Alumni Relations, Location:Washington, DC-20024

Keywords: The American Psychiatric Association, Washington DC , Program Coordinator, Fellowships, Accounting, Auditing , Washington, DC

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