Psychiatry Residency Training Program and Institutional Coordinator

Description

San Mateo County Health is seeking an experienced and highly organized professional to serve as the Program and Institutional Coordinator for the Behavioral Health and Recovery Services (BHRS) Psychiatry Residency Training Program.

This specialized role supports the training of future community psychiatrists and plays a critical role in the administration of a complex graduate medical education program. This position performs a wide range of secretarial, administrative, and program coordination duties in support of the Psychiatry Residency Training Program and its sponsoring institution and works closely with program leadership to ensure the residency program operates smoothly and meets accreditation and organizational requirements.

The position manages key administrative functions of the residency program, including coordinating resident schedules and program activities, maintaining confidential trainee records, supporting accreditation compliance, organizing educational programming, and assisting with residency recruitment and onboarding processes.

The position is based in San Mateo, with occasional travel throughout the County as needed.

About the Program

The Program and Institutional Coordinator for the BHRS Psychiatry Residency Training Program serves as the administrative backbone of the residency program.

Working closely with the Program Director, Associate Program Director, and the Designated Institutional Official, the coordinator manages the administrative operations of the residency program and helps ensure compliance with graduate medical education requirements.

This role supports all aspects of the residency program, including:

• Program administration and strategic planning
• Resident scheduling, records, and program documentation
• Accreditation and regulatory compliance
• Educational program coordination
• Recruitment and onboarding of new residents

The coordinator serves as a primary point of contact for residents, faculty, San Mateo Medical Center administration, and affiliated institutions.

A key responsibility of the role is supporting compliance with ACGME (Accreditation Council for Graduate Medical Education) standards. This includes maintaining program documentation, tracking duty hours, supporting annual program reviews, preparing for accreditation site visits, and ensuring policies and procedures meet accreditation requirements.

The coordinator also supports the educational curriculum by organizing didactic lectures, grand rounds, and conferences, and manages resident rotation schedules, leave tracking, and attendance records.

Residents rely on the coordinator as a primary administrative resource for matters such as:

• Contracts and benefits
• Licensing and credentialing
• Board exam registration (PRITE, ABPN)
• Moonlighting approvals
• Resident evaluations and milestone tracking through platforms such as MyEvaluations

The coordinator also manages the annual residency recruitment cycle, including coordinating application review through ERAS, organizing interview days, supporting rank list preparation, and facilitating the NRMP Match process. Once residents are selected, the coordinator manages onboarding documentation, orientation scheduling, and credentialing.

The Program and Institutional Coordinator will be responsible for:

• Coordinate day-to-day administrative operations of the residency program
• Support compliance with ACGME accreditation standards and organizational policies
• Maintain confidential educational records for residents
• Coordinate resident rotation schedules and track leave and attendance
• Organize residency recruitment activities, including application review, interview coordination, and Match process support
• Plan and coordinate educational activities such as didactics, conferences, and grand rounds
• Prepare meeting materials, document committee activities, and maintain program records
• Serve as a liaison with internal departments and external institutions, including ACGME, NRMP, ERAS, and ABPN
• Support reporting and documentation required by the Graduate Medical Education office and Designated Institutional Official
• Manage multiple priorities while maintaining accuracy, organization, and confidentiality
• Utilize program-specific and clinical software systems to manage residency program data and workflows

The ideal candidate will bring:

• Strong organizational, communication, and professional skills, with the ability to manage multiple priorities and deadlines.
• Experience with residency management systems and standard office technology.
• Familiarity with graduate medical education and ACGME requirements, or a strong interest in learning the accreditation framework that guides physician training programs.
• The ability to work collaboratively with residents, faculty, leadership, and external partner institutions.
• Sound judgment and discretion when handling confidential trainee records and sensitive information.
• Initiative and adaptability, with the ability to work independently and manage a diverse administrative workload.

What Makes This Role Rewarding

• Supporting the next generation of community psychiatrists. Contribute to training physicians who will serve individuals and families across San Mateo County, particularly those who have historically been underserved.
• Working closely with medical leadership. Partner with the BHRS Medical Leadership Team and faculty to support a high-impact graduate medical education program.
• Advancing community behavioral health. Support a residency program dedicated to improving behavioral health outcomes and expanding access to care.
• Serving as the operational hub of the program. Help ensure the residency program runs smoothly, from accreditation coordination and curriculum activities to resident recruitment and onboarding.

What Makes This Role Unique and Challenging

• Supporting accreditation and regulatory compliance. Help maintain compliance with Accreditation Council for Graduate Medical Education (ACGME) standards and institutional requirements.
• Coordinating a complex program. Work with residents, physicians, County staff, and external partners while managing multiple priorities and deadlines.
• Balancing daily operations with program development. Maintain strong administrative systems while supporting the ongoing growth of the residency program.

Examples Of Duties

Duties may include, but are not limited to, the following:

• Receive and screen visitors, telephone calls, and other communications; provide factual information that may require interpreting and applying policies and procedures; take messages or refer inquiries to the appropriate staff member.
• Research and compile informational materials from sources both inside and outside the assigned office or program.
• Open, sort, and distribute incoming mail; attach relevant background materials and process outgoing correspondence as required.
• Draft and prepare a wide variety of documents from notes, meeting minutes, brief instructions, or printed materials using Word, Excel, and other program-specific or clinical software systems.
• Enter, retrieve, and maintain data and prepare reports using online or personal computer systems.
• Initiate routine correspondence independently for signature by supervisory or professional staff; review completed materials for completeness, accuracy, format, and compliance with policies and procedures.
• Organize and maintain confidential departmental files and records, purge files as appropriate.
• Follow up on assignments and projects, transmit information, and remain informed about unit and program activities.
• Schedule and coordinate meetings, classes, and interviews; arrange meeting logistics including rooms, agendas, and preparation of meeting minutes.
• Organize work, set priorities, and meet critical deadlines while managing multiple assignments.
• Provide direction to office support staff as needed; may instruct staff in work procedures or review work for format, accuracy, and consistency.
• Order and maintain office supplies.
• Perform related duties as assigned.

Qualifications

Education and Experience :
Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:

• Two years of general clerical or office support experience.

Knowledge of:

• Standard office administrative and secretarial practices and procedures, including filing and business letter writing.
• The operation of common office equipment, including a word processor and personal or on-line computer.
• Policies and procedures related to the unit to which they are assigned.
• Correct English usage, including spelling, grammar, punctuation, and vocabulary.
• Business arithmetic, including percentages and decimals record keeping principles and practices.

Skill/Ability to :

• Provide varied secretarial and office administrative assistance to management, supervisory and professional staff.
• Organize work, set priorities, meet critical deadlines, and follow up on assignments.
• Use initiative and independent judgment within established guidelines.
• Establish and maintain effective working relationships.
• Compose correspondence independently or from brief instructions.
• Organize and maintain accurate records and files.
• Make arithmetic calculations with speed and accuracy.
• Operate standard office equipment, including a word processor, personal or on-line computer, and multi-line telephone equipment.
• Some positions may require the ability to type at a rate of 50 words per minute.

Application/Examination

Open & Promotional. Anyone may apply. Current County of San Mateo and County of San Mateo Superior Court of California employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, extra-help/limited term positions prior to the final filing date will receive five points added to their final passing score on this examination.

The examination process will consist of an application screening (weight: pass/fail) based on the candidates' application and responses to the supplemental questions. Candidates who pass the application screening will be invited to a panel interview (weight: 100%). Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations or further evaluation of work experience may be conducted to group applicants by level of qualification. All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in the County of San Mateo, California and applicants must participate at their own expense.

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the "Apply" button. If you are not on the County's website, please go to https://jobs.smcgov.org/ to apply. Responses to the Supplemental Questionnaire must be submitted in addition to the standard County employment application form. A resume will not be accepted as a substitute for the required application materials. Online applications must be received by the Human Resources Department before midnight on the final filing date.

Tentative Recruitment Timeline
Final Filing Date: Wednesday, March 25, 2026, at 11:59 PM PST
Application Screening: Week of March 30, 2026
Panel Interviews: Week of April 14, 2026
About the County
San Mateo County is centrally located between San Francisco, San Jose, and the East Bay. With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically, and linguistically diverse communities.

The County of San Mateo, as an employer, is committed to advancing equity in order to ensure that all employees are welcomed in a safe and inclusive environment. The County seeks to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. Eighty percent of employees surveyed stated that they would recommend the County as a great place to work.

The County of San Mateo is an equal opportunity employer. We seek to hire, support and retain employees who reflect our diverse community.
We encourage applicants with diverse backgrounds and lived experiences to apply.

Talent Acquisition Analyst: Priscilla Bermudez (03112026) (Administrative Secretary II - E002)

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• County of San Mateo Human Resources Department

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