POSITION SUMMARY

Provides program management for American Psychiatric Association/American Psychiatric Association Foundation (APA/APAF) fellowship programs and the APAF Psychiatry Ambassadors and Student Scholarships (PASS) program, serving as the staff liaison to each fellowship and selection committee and fostering alumni relations. In addition, the Program Manager will facilitate the nomination, selection, and award process for APAF awards.

DUTIES & RESPONSIBILITIES

Program Management for the APA/APAF fellowship programs (APA/APAF Leadership Fellowship, APA/APAF Public Psychiatry Fellowship, APA/APAF Jeanne Spurlock Congressional Fellowship, APA/APAF Child Fellowship, APA/APAF Diversity Leadership Fellowship, Edwin Validserri Correctional Public Psychiatry Fellowship, Community Diversity Fellowship) and provide general assistance for the SAMHSA MFP Fellowship program

• Serve as Staff Liaison to Current APAF Fellows
  • • Manage fellows' convenings and participation in monthly meetings, Annual Meeting and Mental Health Services Conference, and All Fellows' Orientation including managing logistics, invited guests, programming, speakers, and meeting materials/literature.

• • • Organize and facilitate monthly Fellowship meetings for each fellowship program, work closely with the chairs of each fellowship and Program Director in supporting the needs of fellows.

• • • Screen, triage, and/or respond to current and prospective fellows.

• • • Compile, edit and produce All Fellows quarterly newsletter
    • Work with the Director of Fellowships and Medical Education to conduct assessment surveys, mid-year, and final evaluations.
    • Develop and update related webpages, announcements, and other fellowship related materials
    • Track, verify, and submit stipend payments for Jeanne Spurlock fellows

Assist with Fellowship Application Process

• • • Work with the Director of Fellowships to manage fellowship application processes to ensure effectiveness and integrity of the application and review process.
  • Work with the Program Director to identify recruitment target areas and potential residency program visits and build out a recruitment plan and strategy for each application cycle.
  • Develop and update related webpages, announcements, and other fellowship related materials.
  • Coordinate with Marketing to develop recruitment collateral.

Manage Fellow Alumni Relations

• • • • Maintain accuracy of Alumni database
      • Grow mentorship pipeline from fellowship alumni

Program Management for the PASS Program

• • Develop and update PASS toolkit
  • Coordinate with Marketing for related webpages, announcements, and other related materials
  • Manage application cycle and coordinate with APA Scholars Program

Manage 11 APAF awards (Alexandra Symonds, Simon Bolivar, George Tarjan, Kun-Po Soo, John Fryer, Oskar Pfister, Solomon Carter Fuller, McGavin Award for Distinguished Career, McGavin Award for Prevention, Hartford-Jeste and the Jack Weinberg awards)

• Promotion and Marketing of the Awards
  • Promote APAF Awards and solicit applications
  • Maintain award webpages and Rhythm Q application portal

• Coordinate Selection Process
  • Serve as staff liaison to award selection committees.
  • Work with each Award Selection Committee Chair to select awardees.
  • Prepare application packets and schedule meetings with the selection committee members to discuss applications

• Coordinate Award Presentation
  • Work with the Meeting and Education department to identify venues for the award presentation.
  • Serve as point of contact for awardees and coordinate the logistics of the award.

Other duties as assigned

COMPETENCIES

The Program Manager's performance on these duties and responsibilities will be measured using the following competencies:

SCOPE & IMPACT

• Performs administrative tasks for the APAF Fellowships such as managing recruitment, fellow communications, data in RhythmQ, evaluations, the Fellowship Newsletter, Alumni Directory
• Contributes knowledge and skills in the management of data platforms and technological skills
• Provides suggestions and recommendations that improve processes and increase efficiency
• Demonstrates proficiency in the use of Microsoft Office products and RhythmQ
• Performs more complex administrative or operational processes for the APAF Fellowships
• Contributes knowledge and skills to the day-to-day activities of the APAF Fellowships
• Provides suggestions and recommendations that improve processes and increase efficiency
• Demonstrates proficiency in the use of specialized skills and techniques
• Success is frequently measured by completing a small to medium set of tasks and demonstrating defined individual and group work environment behaviors

COMPLEXITY, PROBLEM SOLVING & DECISION-MAKING

• Work is primarily routine as methods and procedures are well-defined, but offers opportunity for some planning and/or limited choice of work method within established guidelines
• May propose plans to manage direct responsibilities and assist with other aspects of the program or department more effectively. Implements solutions with approval from the Director of Fellowships and Medical Education.
• Develops short-term plans/priorities for meeting individual goals
• Identifies problems and issues. Implements known solutions with management approval
• Recognizes out-of-scope problems and escalates them to the appropriate level

RELATIONSHIP MANAGEMENT & AUTHORITY

• Relationships mainly center on collaborative work within the APAF Fellowship team but also extend to work with other APA and APAF staff
• Relationships with Fellows is written, face-to-face and with virtual interactions
• Relationships primarily center on collaborative work efforts
• Relationships may include significant face-to-face interactions with Fellows, medical students, members, and other staff members
• Accurately differentiates and prioritizes information and/or issues and determines who needs to be consulted or kept informed
• Uses tact and discretion to obtain cooperation and understanding on routine and non-routine matters

ORGANIZATIONAL KNOWLEDGE

• Demonstrates a good understanding of the work or project team's relationships and responsibilities within the department
• Demonstrates a good knowledge of policies, procedures, and terminology of the related department/field

SUPERVISION

• No direct management or supervisor duties

REQUIRED SKILLS, EXPERIENCE, AND QUALIFICATIONS

• Bachelor's degree, Advanced degree preferred. Management of fellowships and/or profession development program, a plus.
• 3-5 years of Federal or private grant/program management experience and/or alumni management experience
• Proficiency in program development and implementation
• Program management experience, preferably in an academic, membership, or association setting
• Excellent verbal and written communication and organizational skills
• Ability to manage multiple tasks and meet parallel deadlines
• Well-developed meeting planning skills
• Understanding of cultural competency/sensitivity
• Proficiency with MS Office applications, including database management
• Experience with marketing and promoting events and services
• Able to work evenings and weekends, when needed

EOE, including disability/vets

Salary-$59,138-$79,891