Administrative Coordinator, Education Programs

Mass General Brigham•Boston, MA

2d•$22 - $32•Hybrid

About The Position

The Administrative Coordinator, Education Programs is responsible for coordinating and managing medical education programs by fostering relationships with healthcare providers, including fellow-trainees, physicians, nurses, and other clinical professionals, to support their professional development and ensure the organization offers high-quality educational activities and opportunities. This role provides administrative support to ensure the effective and efficient management of the Division’s ACGME-accredited Allergy Fellowship Training Programs. The position requires a strong understanding of Medical Education program practices and policies, experience with online reporting systems (e.g., New Innovations, FREDA, ACGME), and the ability to anticipate the academic calendar of courses, recruitment of Fellows, appointments, licensing, and visa requirements. The individual will oversee a wide range of programmatic, operational, and academic efforts with a high degree of initiative, a problem-solving approach, and independent judgment.

Requirements

Bachelor's Degree Healthcare Management required
1-2 years Medical Education Program Management experience preferred
Strong knowledge of the healthcare industry, including an understanding of medical terminology, healthcare regulations, and the dynamics of healthcare provider organizations.
Excellent interpersonal and relationship-building skills.
Strong logistical and project management skills.
Exceptional verbal and written communication skills.
Proficiency in collecting, analyzing, and interpreting data related to program evaluation and outcomes.
Willingness to learn and become quickly familiar with Microsoft Office and all MGB applications and systems.
Resourceful in gaining any new training required.

Nice To Haves

Interested in learning and growing in the administrative side of Fellowship Program Coordination.

Responsibilities

Collaborate with Program Directors and Assistant Program Directors for fellow selection, appointments, and credentialing.
File for participation in the NRMP, update AMC Fellowship web pages and online resources, and complete ERAS.
Ensure fellow recruitment, orientation, scheduling, and credentialing processes are successfully implemented.
Assist Program Directors with Fellow compliance with academic requirements and hospital regulations.
Record and report completion, performance evaluations, and confidential disciplinary actions.
Credential, orient, and license all incoming clinical and research fellows.
Promote and document continuation for all ACGME fellows, and document graduating fellows as ready for independent practice.
Collaborate with internal stakeholders to identify educational needs and develop medical education programs.
Ensure moonlighting approvals are compliant with risk management, ACGME regulations, and fellowship training program leadership approval.
Prepare and distribute clinical rotation, consult, call, clinic, conferences, and vacation schedules for fellows, and assist in coordinating teaching faculty schedules.
Prepare and update the Fellowship Training Program Handbook.
Oversee orientation scheduling and employment requirements for all clinical fellows and document training requirements for ACGME fellows.
Coordinate the year-end annual evaluation of the program.
Document program initiatives, feedback, and formal response to recommendations and/or complaints of faculty and fellows.
Plan graduation events, secure diplomas, document Board status of all clinical and research fellows, and update ACGME fellows’ records and retention requirements, as well as the ACGME ADS website.
Plan fellowship training program retreats and reunions.
Maintain details regarding future employment and contact information of all current and former fellows.
Complete annual online ACGME WebADS surveys.
Maintain personnel files on clinical fellows and ensure evaluation folders contain all required documentation.
Maintain records of fellows' conference attendance, presentations, and required bi-annual meetings with program directors.
Coordinate conference room AV setup and food deliveries for education-related conferences.
Organize and document monthly conference schedules.
Manage patient surveys, feedback from conferences, and evaluations of fellows and faculty.
Coordinate retreats, seminars, and education programs.
Ensure timely completion of fellow, faculty, and rotation evaluations, as well as end-of-year evaluations and surveys.
Assist in the development of competency-based initiatives and maintain records of competency assessment.
Coordinate feedback on continuous quality improvement with fellows and faculty.
Monitor compliance with fellows' duty hours and ensure completion of required surveys and documentation.
Prepare the ACGME reaccreditation report and all required documentation for ACGME site visits and other reviewing agencies.
Coordinate and collect data on clinical consultations by faculty and fellows and help ensure updates to consult coverage schedules.
Be facile in using Microsoft Office and all MGB applications and systems, and innovative in designing online resources and evaluations.
Assist Program Directors with planning, development, staging, and assessment of conferences and education programs.
Coordinate and manage all operational aspects of various educational conferences and symposia.
Attend GME meetings for program coordinators.
Responsible for all administrative aspects of educational programs within the Division, including letters, disclosures, schedules, record retention, CME reports, and certificates.
Coordinate resident and student clinical rotations and submit all required paperwork.
Ensure appropriate distribution of schedules and assist in preparation of student and resident curriculum goals and objectives.
Support all administrative aspects of the Division's CME programs.
Prepare and submit proposals and applications seeking support for educational and academic purposes.
Provide support to the Program Director & Program Leadership for maintaining calendars, schedules, and meetings.
Evaluate and standardize office procedures and troubleshoot and resolve issues.
Inform faculty and staff of policy and procedure changes.
Ensure the physical environment of the academic offices is maintained.
Establish and enforce fire and safety regulations for the office.
Perform and manage purchasing responsibilities, travel & expense reimbursements for Clinical Fellows and Program Faculty.
Oversee all Allergy clinical fellows and graduate assistant credentialing applications and relevant academic credentialing paperwork.
Coordinate educational seminars and fellow travel related to conferences and training activities.
Screen fellowship CVs and support recruitment efforts, including interview scheduling, T32 application support, and fellowship contract coordination.
Manage conference room scheduling and space utilization for educational activities.
Coordinate external educational programs, including scheduling faculty speakers, partnering with industry vendors, and coordinating logistics.
Collaborate with the Department of Medicine Education Office on ACGME-related projects & department-wide education initiatives.
Attend and report on staff, hospital, GME office, or Division meetings as necessary.
Perform all other duties or special projects that are specific and appropriate to this level of position.
Provide support for other teaching, clinic, research, and administrative responsibilities as needed or assigned.