Graduate Medical Education Program Manager

Mass General Brigham•Boston, MA

1d•Hybrid

About The Position

The Graduate Medical Education (GME) Program Manager for the Child & Adolescent Psychiatry Residency/Fellowship Program provides comprehensive administrative, operational, educational, and accreditation support for the training program. Working closely with the Program Director, Associate Program Directors, faculty, residents/fellows, institutional GME leadership, and affiliated hospitals, the Program Manager oversees day-to-day program operations to ensure compliance with Accreditation Council for Graduate Medical Education (ACGME) requirements and institutional policies while supporting an exceptional educational experience for trainees. The Program Manager coordinates educational activities, manages schedules, and maintains accreditation documentation while ensuring compliance with accreditation standards, and supporting program goals. This role requires a highly organized, detail-oriented, collaborative, and proactive professional who can manage multiple priorities in a dynamic academic medical environment. The Program Manager serves as a central liaison among trainees, faculty, institutional leadership, and external regulatory bodies.

Requirements

Bachelor’s degree or equivalent combination of education and experience.
Experience in graduate medical education, academic program management, or similar administrative role 3-5 years required.
Experience in program management 2-3 years preferred.
Proficiency in Microsoft Office Suite, Teams, and experience with database or residency management systems.
Prior experience in Graduate Medical Education or residency/fellowship administration.
Strong knowledge of ACGME accreditation standards, compliance requirements and ERAS/NRMP processes.
TAGME certification or willingness to pursue certification.
Experience with New Innovations or similar residency management software and platforms.
Experience working in psychiatry, behavioral health, or academic healthcare settings.
Strong organizational, communication, and project management skills.
Ability to maintain confidentiality and professionalism in a complex academic environment.
Excellent organizational skills with a high level of attention to detail.
Strong interpersonal and communication skills, with the ability to collaborate effectively with diverse stakeholders.
Demonstrated ability to manage multiple priorities and deadlines independently.
Ability to manage multiple tasks and meet deadlines in a fast-paced environment.

Nice To Haves

TAGME certification

Responsibilities

Manages the day-to-day operations of the program, ensuring efficient scheduling, resource allocation, and compliance with institutional policies.
Serves as the primary administrative contact for residents/fellows, faculty, applicants, and institutional stakeholders.
Manages daily administrative operations of the Child & Adolescent Psychiatry residency/fellowship program.
Collaborates with program directors and faculty to support resident recruitment, onboarding, orientation, graduation, and offboarding processes for the trainees.
Maintains accurate trainee and program records in accordance with institutional, ACGME, ABPN, and NRMP requirements.
Maintains and provides accurate training records and verification documentation for current and former trainees in support of licensure, credentialing, employment, hospital privileging, board certification processes, and related correspondence.
Prepares and manages accreditation materials including Annual Program Evaluation (APE), Self-Study, ADS updates, surveys, and site visit documentation.
Tracks trainee licensure, credentialing, certifications, duty hours, scholarly activity, procedural logs, required training modules, and any other materials required to fulfill graduation requirements.
Oversees scheduling processes including rotations, didactics, call schedules, vacation requests, and evaluation timelines.
Coordinates educational activities, including lectures, workshops, meetings, retreats, educational conferences, recruitment events, special program initiatives and assessments to meet residency program requirements.
Assists trainees with institutional processes including onboarding, benefits, leave requests, conference travel, and wellness resources.
Supports communication between trainees and faculty leadership regarding scheduling, policies, and program expectations.
Maintains professionalism and confidentiality in handling sensitive trainee matters.
Maintains and updates program records, including accreditation documentation, resident files, and evaluation data.
Assists with budget tracking, expense reports, expense reconciliation, conference funding, educational resource management and provides administrative support for program financial management.
Maintains accurate records and ensures timely submission of reports and regulatory documentation.
Supports implementation of program policies and continuous quality improvement initiatives.
Coordinates all aspects of recruitment through ERAS and NRMP, including application review logistics, interview scheduling, candidate communications, and rank list preparation.
Organizes virtual and in-person interview days and recruitment events.
Assists with marketing and outreach efforts including website updates, brochures, and recruitment materials.
Acts as a primary contact for residents, addressing questions and providing guidance on program policies and resources.
Supports efforts for continuous improvement by collecting feedback, evaluating program components, and suggesting enhancements.
Participates in GME committees, meetings, and institutional educational initiatives as appropriate.
Develops and maintains effective working relationships with faculty, trainees, and administrative colleagues across departments.