Fellowship Program Coordinator, MGB Emergency Medicine

Mass General Brigham • Boston, MA

3d • Hybrid

About The Position

The Fellowship Program Coordinator supports the administration and operations of fellowships in the Department of Emergency Medicine, including Administration, Critical Care, Global Emergency Medicine, Health Policy, Simulation, Toxicology, Ultrasound, Informatics, and Emergency Medical Services (EMS). The coordinator works closely with fellowship directors, fellows, and institutional stakeholders to provide administrative support, manage compliance, coordinate recruitment, and organize program activities. Fellowship durations and structures vary, so the position requires adaptability; newer programs may require additional support as they develop. The coordinator helps maintain effective communication, program integrity, and operational efficiency to support a strong training experience.

The position includes onboarding and orientation, meeting and calendar coordination, records and evaluation management, event planning, recruitment and outreach, and financial reimbursement support. The coordinator also participates in MGB Graduate Medical Education processes and may have additional record-keeping and tracking responsibilities for ACGME-accredited fellowships. The role is hybrid, based at 10 Vining Street, with a 40-hour workweek and a day shift.

Requirements

• High school diploma.
• At least 1 year of administrative or program support experience.
• Ability to prioritize, delegate, and manage multiple projects and responsibilities simultaneously.
• Basic financial and accounting skills.
• Strong oral and written communication skills.

Nice To Haves

• Associate's degree in a related field of study.
• Experience with fellowship programs or academic coordination.
• Familiarity with financial reimbursement processes, including CME expenses.
• Knowledge of GME policies and compliance requirements.
• Experience with New Innovations or similar evaluation tracking systems.

Responsibilities

• Facilitate onboarding for new fellows, including credentialing, licensing, and enrollment in academic programs.
• Coordinate orientation schedules and ensure fellows understand program expectations, timelines, and hospital systems such as EPIC.
• Provide fellows access to resources such as Dropbox folders and program guides.
• Schedule periodic evaluation meetings between fellows and fellowship directors.
• Maintain and update fellowship program websites in collaboration with IT.
• Provide administrative support to the Vice Chair of Education.
• Ensure SAEM-approved fellowships receive payment and keep SAEM directory information current.
• Record minutes at monthly fellowship director meetings and organize calendars for fellowship activities.
• Monitor fellows' compliance with program requirements, including updated CVs, activity summaries, and coursework plans.
• Manage evaluations in New Innovations, including Resident/APP evaluations of fellows, faculty evaluations of fellows, and clinical rotation evaluations.
• Maintain long-term records of training, certificates, evaluations, and program milestones.
• Plan and manage recruitment events, interview days, orientation sessions, workshops, networking and social events, and graduation ceremonies.
• Organize Zoom links, interview schedules, and breakout rooms for virtual events.
• Coordinate fellowship didactics and record or upload lectures as needed.
• Manage fellowship applications by organizing applicant materials, scheduling interviews, and coordinating communications with candidates.
• Assist with fellowship advertising through listservs, social media, and professional websites.
• Maintain current program information on websites and SAEM directories.
• Collect and document offer letters in collaboration with the Office of Faculty Affairs.
• Process fellow reimbursements for CME, conference fees, and administrative expenses, and ensure timely processing of travel and educational allowances.
• Track payments for degree programs and program-related funding.
• Attend bi-weekly Program Director/Program Coordinator GME meetings, stay informed about GME protocols and requirements, and liaise with CIR as needed.
• Assist with completion and submission of annual program evaluations.
• For applicable ACGME-accredited fellowships, maintain annual records and manage WebADS; track faculty scholarly activity, fellow procedures, milestones, and FTE allocations.
• Coordinate fellow offboarding, including return of hospital property, submission of final documentation, and exit interviews.

Benefits

• Comprehensive benefits.
• Career advancement opportunities.
• Differentials, premiums, and bonuses as applicable.
• Recognition programs designed to celebrate contributions and support professional growth.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED