Administrative Coordinator, Education Programs

Mass General Brigham•Boston, MA

7d•$22 - $32•Hybrid

About The Position

The Administrative Coordinator, Education Programs is responsible for coordinating and managing medical education programs, fostering relationships with healthcare providers to support their professional development and ensure high-quality educational activities. This role provides administrative support for 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 manage the academic calendar, fellow recruitment, appointments, licensing, and visa requirements. The individual will demonstrate initiative, a problem-solving approach, and independent judgment to oversee programmatic, operational, and academic efforts.

Requirements

Bachelor's Degree in Healthcare Management.
1-2 years of experience in Medical Education Program Management preferred.
Strong knowledge of the healthcare industry, including 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.
Resourcefulness in gaining any new training required.

Nice To Haves

Experience with online reporting systems (e.g., New Innovations, FREDA, ACGME).

Responsibilities

Collaborate with Program Directors and Assistant Program Directors on fellow selection, appointments, and credentialing, including participation in NRMP, updating AMC Fellowship web pages, and completing ERAS.
Ensure successful implementation of fellow recruitment, orientation, scheduling, and credentialing processes.
Assist Program Directors with fellow compliance with academic requirements and hospital regulations, including recording and reporting completion, performance evaluations, and disciplinary actions.
Manage credentialing, orientation, and licensing for incoming fellows, and document continuation and readiness for independent practice for graduating fellows.
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 clinical fellows and document training requirements for ACGME fellows.
Coordinate the year-end annual evaluation of the program, documenting initiatives, feedback, and responses to recommendations or complaints.
Plan graduation events, secure diplomas, document Board status, and update ACGME fellows’ records and the ACGME ADS website.
Plan fellowship training program retreats and reunions.
Maintain details regarding future employment and contact information of current and former fellows.
Complete annual online ACGME WebADS surveys and maintain personnel files and evaluation folders for all ACGME fellows.
Maintain records of fellows' conference attendance, presentations, and meetings with program directors.
Coordinate conference room AV setup and food deliveries for education-related conferences.
Organize and document monthly conference schedules, including dates, times, speakers, topics, and attendance logs.
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 ACGME reaccreditation reports and documentation for ACGME site visits and other reviewing agencies.
Coordinate and collect data on clinical consultations and assist with updates to consult coverage schedules.
Utilize Microsoft Office and MGB applications and systems, and design online resources and evaluations for the training program.
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.
Manage administrative aspects of educational programs, including letters, disclosures, schedules, record retention, CME reports, and certificates.
Coordinate resident and student clinical rotations and submit required paperwork.
Ensure distribution of schedules and assist in preparing student and resident curriculum goals and objectives.
Support administrative aspects of the Division's CME programs.
Prepare and submit proposals and applications for educational and academic support.
Provide support to Program Director & Program Leadership for calendars, schedules, and meetings.
Evaluate and standardize office procedures and troubleshoot issues.
Inform faculty and staff of policy and procedure changes.
Ensure maintenance of the physical environment of academic offices.
Establish and enforce fire and safety regulations.
Perform and manage purchasing responsibilities, travel & expense reimbursements for fellows and faculty.
Oversee credentialing applications for fellows 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 speakers, partnering with vendors, and coordinating logistics.
Collaborate with the Department of Medicine Education Office on ACGME-related projects and department-wide education initiatives.
Attend and report on relevant meetings and perform other duties or special projects as assigned.
Provide support for other teaching, clinic, research, and administrative responsibilities as needed or assigned.