Fellowship Program Coordinator, MGB Emergency Medicine

Mass General Brigham • Boston, MA

1d • $20 - $28 • Hybrid

About The Position

The Fellowship Program Coordinator supports the administration and operations of fellowships within 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. Because fellowship programs vary in duration and structure, the role requires adaptability; newer programs may need additional support as they develop. The coordinator helps maintain effective communication, program integrity, and operational efficiency while supporting a high-quality training experience.

Responsibilities span fellow onboarding and orientation; administrative and calendar support; compliance, evaluations, and record-keeping; event coordination and recruitment; financial reimbursements and program funding; and participation in MGB GME processes. For ACGME-accredited fellowships, duties may also include WebADS management and tracking faculty scholarly activity, fellow procedures, milestones, and FTE allocations. The coordinator also manages fellow offboarding, including final documentation and exit interviews.

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 introduce fellows to program expectations, timelines, hospital systems such as EPIC, and program resources.
• Schedule meetings between fellows and fellowship directors for periodic evaluations.
• Maintain and update the fellowship program website 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 coordinate calendars for fellowship activities.
• Monitor fellows’ compliance with program requirements, including updated CVs, activity summaries, and coursework plans.
• Manage evaluations, including Resident/APP evaluations of fellows, faculty evaluations of fellows, and clinical rotation evaluations in New Innovations.
• 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 the fellowship application process by organizing applicant materials, scheduling interviews, and coordinating candidate communications.
• Assist with fellowship advertising through listservs, social media, and professional websites.
• Keep program information current 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; ensure timely travel and educational allowance processing.
• Track payments for degree programs and program-related funding.
• Attend bi-weekly Program Director/Program Coordinator GME meetings and stay informed about GME protocols, policies, and compliance requirements.
• Liaise with the Committee of Interns and Residents (CIR) as needed.
• Assist with completion and submission of annual program evaluations.
• For 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 and submission of final documentation.
• Facilitate exit interviews to gather feedback and assess program improvements.

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