Job Information
San Mateo County, CA Psychiatry Residency Training Program and Institutional Coordinator in United States
Psychiatry Residency Training Program and Institutional Coordinator
Print (https://www.governmentjobs.com/careers/sanmateo/jobs/newprint/5267842)
Apply
Psychiatry Residency Training Program and Institutional Coordinator
Salary
$76,086.40 - $95,076.80 Annually
Location
San Mateo, CA
Job Type
Regular
Job Number
E002AH
Department
Behavioral Health and Recovery Services
Opening Date
03/11/2026
Closing Date
3/25/2026 11:59 PM Pacific
Bargaining Unit
37
Description
Benefits
Questions
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)
We invite you to explore our Benefits-at-a-Glance (https://www.smcgov.org/sites/default/files/2025-05/Benefits%20at%20a%20Glance%204.29.25.pdf) page for a snapshot of the comprehensive and competitive benefits available to eligible employees of the County of San Mateo. From health and wellness to financial security, our benefits are designed to support you at every stage of your career. (Please note that benefits are subject to change.)
In addition to core benefits, the County is proud to offer a variety of wellness and professional development programs to help you grow both personally and professionally. Most of these enriching opportunities are available during work hours and come at no cost to you.
As a County employee, you’ll also be covered by the federal Social Security system, earning valuable retirement benefits based on your salary and years of service.
01
IMPORTANT NOTE: Applicants must submit responses to the supplemental questions below. These responses are a critical part of the evaluation process and will be carefully reviewed by subject matter experts. Responses should be clear, detailed, and concise, describing your relevant work experience, training, and education as they relate to this position. Please address all parts of each question and provide specific examples that reflect your individual experience and expertise. Strong responses are authentic, well-organized, and demonstrate attention to detail, clarity of expression, and the ability to follow instructions. A resume will not be accepted in place of the required responses.
I have read and understand this important information.
02
Describe your experience coordinating administrative operations for a complex program, project, or department. In your response, include: a) your role and responsibilities, b) the types of activities you coordinated (e.g., scheduling, documentation, meetings, reporting), and c) how you ensured work was organized, accurate, and completed on time.
03
Provide an example of a time you worked with multiple stakeholders to coordinate an activity, program, or event. Include: a) your role, b) the situation, c) the individuals or groups involved, d) the challenges you encountered, and e) how you ensured effective communication and coordination.
04
Describe a situation where you were responsible for managing several assignments or deadlines at the same time. Include: a) your role, b) the types of tasks you were responsible for, c) how you prioritized the work, and d) the outcome.
05
This position requires handling confidential trainee records and sensitive information. Describe a time when you were responsible for managing confidential or sensitive information. Include: a) your role, b) the type of information you handled, d) the steps you took to ensure confidentiality and accuracy, and e) the outcome.
06
How did you learn about this position?
County of San Mateo Website
County of San Mateo Job Interest Card Notification
County Hosted Virtual Event
County Hosted Job Fair
CalOpps.org
College/University Career Center
Community-based Organization Posting
Facebook/Instagram
Friend or Relative
GovernmentJobs.com
Indeed
Job Fair
LinkedIn
Professional Publication/Website (Please specify in next question)
X (formerly called Twitter)
Zip Recruiter
Other (Please specify in next question)
07
If you answered, "Professional Publication/Website" or "Other" to the above question, please indicate below how you learned about this position. Your response to this question will help us in better marketing County jobs. Type NA if not applicable.
Required Question
Employer
County of San Mateo
Address
County of San Mateo Human Resources Department 500 County Center, 4th Floor Redwood City, California, 94063-1663
Phone
(650) 363-4343
Website
https://jobs.smcgov.org
Apply
Please verify your email address Verify Email