Education Program Coordinator

Mass General Brigham-posted 3 days ago
$22 - $31/Yr
Full-time • Entry Level
Hybrid • Boston, MA
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Under the direction of the Director of Education and Faculty Affairs, the incumbent provides administrative and educational support for the Neurology residency programs and numerous education initiatives. Possesses a comprehensive and detailed knowledge of ACGME, ABPN, UCNS, other oversight and regulatory bodies and hospital policies, and ensures compliance. In addition, the incumbent will assist the MGB Neurology Director of Education and Faculty Affairs and MGB Neurology Residency Program Directors with a wide range of various administrative functions to help streamline the operations of recruitment, on boarding, credentialing, HMS appointment for trainees, event planning and various other aspects of program management. Responsible for submitting Workday transactions for all trainees (approximately 150). This position requires a high degree of initiative and judgment to organize priorities and exercise decision making skills, resourcefulness, and problem-solving skills in applying a detailed knowledge of GME responsibilities and functions, and of relevant management structure of the department and of the larger institution, to organizing work, establishing procedures and systems, and ensuring orderly and timely workflow through the office.

  • Works with education coordinators and coordinates residency recruitment activities including pre-screening, interview scheduling, organizing applicant files, developing and distributing orientation packets, and assists with recruitment materials and website updates.
  • Responsible for orientation and on-boarding of residents, rotators, non-employees, and observers; Acts as a resource for staff.
  • Ensures timely credentialing, licensing, hospital and medical school appointments/ re-appointments for residents, fellows, and rotating trainees.
  • Responsible for tracking license applications and ensuring all applicable documentation is submitted in a timely manner.
  • Ensures compliance with procedures regarding licensing, credentialing, moonlighting, and annual contracts.
  • Manages the processing of HMS initial appointments, changes, and terminations.
  • Manages quality assurance projects for all aspects of the MGB Neurology Residency programs.
  • Manages the preparation for ACGME site visits and internal reviews.
  • Oversees the day-to-day activities and acts as a resource to the Education coordinators and the Education specialist.
  • Assists the MGB Neurology Residency Program Directors and the Director of Education and Faculty Affairs with processes related to interviewing, hiring, and training.
  • Responsible for weekly payroll management.
  • Reviews employees’ time records and track the number of regular and overtime hours to ensure that it is within budgeted levels.
  • Works with the education coordinators on maintaining and updating the house staff annual schedules, utilizing Amion and New innovations.
  • Maintains residency calendars with holidays, retreats, special events, educational activities, and in-training exams.
  • Oversees all the aspects of New Innovations – including evaluations, work hour logging, scheduling.
  • Tracks compliance prepares evaluation materials and reports and communicates any issues.
  • Manages the preparation and distribution of evaluation records for all trainees as per ACGME and GME requirements.
  • Responsible for collecting feedback on faculty (creating surveys and analyzing the data) and for preparing faculty dashboards bi-annually.
  • Tracks visa paperwork and work with GPS office as needed to secure appropriate processing of visas.
  • Maintains residency and fellowship related databases including New Innovations, Amion, Workday, Ecommons, ADS, ERAS, NRMP, Healthstream, and GME Track.
  • Manages outside MGB resident rotations and observer-ship experiences.
  • Develops and maintains system of filing and record keeping for all trainees, per ACGME, GME and hospital requirements.
  • Assists the Director of Education and Faculty Affairs with tracking and maintaining for the residency budget.
  • Responsible for submitting data changes, transfers, terminations, and special payments.
  • Tracks all reimbursements and check requests through Workday and Accounts Payable.
  • Maintains the tracking of alumni paperwork and manages the process of external credentialing verifications.
  • Compiles and tabulates data for surveys, questionnaires, census and accreditation reports, and order forms and documents required by internal and external agencies.
  • Resolves administrative and logistical problems and transactions in collaboration with the various agencies and institutions relevant to GME training and trainees.
  • Participates in process improvement efforts.
  • Other duties and responsibilities as assigned.
  • Bachelor's Degree required.
  • Medical education program management experience of 1-2 years is required.
  • 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 are essential for building and maintaining strong connections with healthcare providers.
  • Strong logistical and project management skills are important for coordinating multiple aspects of events, including venue selection, scheduling, and resource management.
  • Exceptional verbal and written communication skills are necessary for effectively conveying information, delivering presentations, and facilitating discussions with healthcare providers, internal stakeholders, and external partners.
  • Proficiency in collecting, analyzing, and interpreting data related to program evaluation and outcomes.
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