Program Manager I

Mass General Brigham•Boston, MA

3d•Hybrid

About The Position

The Program Manager supports the Brigham and Women's Hospital (BWH) Department of Anesthesiology Education Office and serves as a key administrative leader for the fellowship education programs. This position works in close partnership with the BWH Fellowship Program Directors, Associate Program Directors, Integrated Fellowship Program Directors, Program Managers, and other departmental leaders. The Program Manager is responsible for overseeing and coordinating a broad range of educational, recruitment, onboarding, credentialing, and trainee support activities for five ACGME-accredited BWH fellowship programs, as well as non-accredited fellowship programs. In addition, this position plays a critical role in advancing the department's integrated fellowship initiatives by partnering with education leadership and the other fellowship program managers to standardize administrative processes, support recruitment and onboarding efforts, lead strategic projects, and streamline operational efficiency to integrate the overall trainee experience across both institutions.

Requirements

Bachelor's Degree Related Field of Study required
Program Management Experience 2-3 years required.
Experience in Graduate Medical Education (GME), academic medicine, hospital administration, or healthcare operations strongly preferred.
Experience coordinating complex administrative processes, educational programs, or projects in a fast-paced environment preferred.
Strong leadership and project management skills, with the ability to effectively coordinate multiple priorities, delegate tasks, manage timelines, and drive results.
Demonstrated ability to prioritize workload, manage competing demands, and adapt to changing priorities in a dynamic academic medical environment.
Excellent interpersonal, verbal and written communication skills, with the ability to effectively collaborate with medical residents, faculty, hospital leadership and administrative staff.
Knowledge of Graduate Medical Education accreditation requirements, regulatory standards, and compliance processes preferred.
Exceptional attention to detail and commitment to accuracy, confidentiality, and integrity in managing sensitive trainee and program information.
Proficiency in problem-solving, independent decision-making, and exercising sound judgment in complex situations.
Ability to work effectively both independently and as part of a collaborative team.
Proficiency with Microsoft Office Suite and other administrative, scheduling, and database systems.
Flexibility to work occasional early mornings, evenings, and weekends to support recruitment events, orientations, examinations, graduations, and other programmatic activities.

Nice To Haves

Can this role accept experience in lieu of a degree? Yes

Responsibilities

Lead the day-to-day administrative and operational management for all fellowship programs.
Lead the administrative operations of one or more ACGME-accredited fellowship programs, ensuring compliance with all ACGME, institutional, NRMP, ERAS (where applicable), and Harvard Medical School requirements.
Serve as the primary administrative liaison between fellowship leadership, trainees, institutional GME offices, and external regulatory organizations.
Maintain ongoing compliance with ACGME Common Program Requirements and specialty-specific Program Requirements.
Coordinate and prepare Annual Program Evaluation (APE), Self-Study activities, ADS updates, accreditation reports, site visits, citations, and action plans.
Coordinate recruitment, onboarding, program evaluation and continuous quality improvement efforts.
Monitor accreditation milestones, required evaluations, case logs (if applicable), scholarly activity, duty hours, supervision, and trainee compliance.
Maintain confidential trainee and program records in New Innovations and other institutional systems.
Maintain fellows schedules in QGenda and approving/monitoring fellow time off requests.
Coordinate Clinical Competency Committee (CCC) meetings and maintain milestone documentation.
Coordinate Program Evaluation Committee (PEC) meetings and assist with implementation of quality improvement initiatives.
Manage educational conferences, simulation activities, orientation, graduation, board preparation activities, and fellow educational events.
Track fellow completion of required curriculum, evaluations, procedural requirements, certifications, and scholarly activity.
Maintain accurate program records and documentation.
Manage all aspects of fellowship recruitment through ERAS and the NRMP Match (or specialty-specific matching program), including application review logistics, interview scheduling, ranking processes, Match Day activities, and onboarding.
Coordinate recruitment materials, website content, virtual interview platforms, and applicant communications.
Serve as the primary point of contact for fellows throughout the program.
Provide guidance, coaching, and problem-solving support.
Monitor fellow progress and ensure successful completion of program milestones.
Coordinate mentor assignments and facilitate productive mentor fellow relationships.
Collaborate with Human Resources, Medical Staff Office, Credentialing, Occupational Health, IT, Finance, Harvard Medical School, and institutional GME offices to ensure successful onboarding and ongoing compliance.
Coordinate visiting trainees, elective rotations, and external institutional agreements.
Assist with program budgeting and expense tracking with AMC Administrative Director.
Ensure compliance with organizational policies and grant requirements.
Coordinate contracts, stipends, travel, and other fellowship-related.
Provides operational coverage and continuity during staffing transitions and periods of increased program activity across both campuses as needed (BWH and MGH).
Performs additional duties and special projects in support of integration efforts for clinical leaders, AMC Administrative Director and other administrative colleagues.