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Program Coordinator, Fellowships

Job Details

American Psychiatric Association HQ - Washington, DC



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.



  • APA Fellowships and PASS Program
    • Coordinate 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 correspondences
      • Coordination of application and selection processes of APAF funded fellowships and PASS participants
      • Process all onboarding paperwork for Fellows (ex: contracts, banking information, etc.)
      • Tracking of PASS program projects and participation
      • Expense disbursements/reimbursements and stipends
      • Coordination of Fellows and PASS resident and medical students’ travel and accommodations to APA meetings


  • RhythmQ portal maintenance
    • Management of the RhythmQ portal for applicants and reviewers. This includes:
      • updating emails to applicants and awardees
      • assigning reviewers
      • downloading spreadsheets for reviews
      • providing RhythmQ with updated documents and forms
    • Process all onboarding paperwork for selected Fellows (ex: contracts, banking information, etc.)
    • Completion and dissemination of SAM Checks for selected Fellows to Legal
    • Maintenance of the Fellowships Alumni directory


  • APA Meeting logistics
    • On-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 rooms
      • submission of account codes to Finance
    • Coordination of Fellow travel and accommodations to APA meetings


  • Reimbursements
    • Records management (maintenance of reimbursement requests and receipts)
    • Managing travel reimbursements for Fellows for on-site meetings
      • Reviewing hotel and travel registrations
      • Processing reimbursements/stipends with Finance


  • Administration
    • Internal and external correspondences
    • Updating of contracts on APAF letterhead and other Fellowship acceptance documents
    • Assisting Fellowships Program Manager with APAF Awards selection
    • Creation and distribution of Fellows’ certificates of completion
    • Coordination of monthly Fellowship conference calls on zoom
    • Development and maintenance of APAF Fellowship participant rosters, listservs and databases
    • Organization of data and materials from APAF Fellowship participants
    • Respond to email and telephone requests for application and other fellowship information
    • Participation in weekly in team staff meetings and APAF Fellowship meetings at APA

Other duties as assigned




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



  • Performs administrative tasks for the APAF Fellowships such as managing contracts, data in RhythmQ, processes onboarding materials and reimbursements/stipends for Fellows
  • Contributes knowledge and skills in the day to day management of the Fellow Services e-mail inbox
  • Provides suggestions and recommendations that improve processes and increase efficiency
  • Demonstrates proficiency in the use of Microsoft Office products and RhythmQ
  • Supports the APA Foundation Fellowship Program by performing the duties listed above and contributes suggestions to improve processes
  • Success is frequently measured by the completion of individual tasks



  • Most 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 standards
  • Work output is often a predictable product that is used by others to perform larger portions of the end result
  • Identifies routine and predictable problems and recommends solutions to management



  • 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 primarily written, but includes face to face and virtual interactions
  • Relationships primarily follow established protocol
  • Relationships may include significant interactions with Fellows, medical students, members, and other staff members via phone calls, emails, and other modes of communication
  • Uses tact and discretion to obtain cooperation and understanding on routine matters



  • Demonstrates a basic understanding of APAF Fellowship’s relationships and responsibilities within the department
  • Demonstrates a working knowledge of policies, procedures, and terminology




  • High school diploma required.  BA/BS preferred.  1-2 years of relevant experience
  • Well-developed meeting planning skills 
  • Understanding of cultural sensitivity and interest in diversity and health equity
  • Proficient writing skills, communication, organization, and prioritization skills
  • Ability to work with a diverse team
  • Excellent proficiency with MS Office applications and the Internet

EOE, including disability/vets