Administrative Coordinator, Education Programs

Mass General Brigham Education Coordinator

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

Reporting directly to both AMC Division of Allergy and Clinical Immunology (ACI) Fellowship Training Program Directors and the ACI Senior Administrative Director, the candidate is responsible for coordinating and managing medical education programs by fostering relationships with healthcare providers, including fellow-trainees, physicians, nurses, and other clinical professionals, to support their professional development and ensure the organization offers high-quality educational activities and opportunities. Providing administrative support to ensure the effective and efficient management of the Division's ACGME-accredited Allergy Fellowship Training Programs. Position requires a strong understanding of the Medical Education program practices and policies, in the development and implementation of online reporting systems (e.g., New Innovations, FREDA, ACGME), and an ability to anticipate the academic calendar of courses, recruitment of Fellows, appointments, licensing, and visa requirements. Displaying a high degree of initiative, a problem-solving approach, and independent judgment, the individual will oversee a wide range of programmatic, operational, and academic efforts.

Key Roles and Responsibilities:

Fellowship Selection:

This involves collaboration with the Program Directors and Assistant Program Directors responsible for fellow selection, appointments, and credentialing. This requires filing for participation in the NRMP, updating the AMC Fellowship web pages and online resources, and completing ERAS, the online application process. Fellowship retreats and training sessions are provided for the administrator. MGB Department of Medicine policies on Fellowship selection must be strictly adhered to, and appropriate signatures must be secured, maintained and on file for all applicants. The individual will ensure that fellow recruitment, orientation, scheduling, and credentialing processes are successfully implemented; assist the Program Directors with Fellow compliance with academic requirements and hospital regulations; record and report completion, performance evaluations, and confidential disciplinary actions.

New Fellows and Transitioning Fellows: This involves credentialing, orientation, and licensing all incoming clinical and research fellows, promoting and documenting for continuation for all ACGME fellows, as well as documenting graduating fellows as being ready for independent practice.

• Collaborates with internal stakeholders, such as medical staff, department heads, and education committees, to identify educational needs and help with developing comprehensive medical education programs.
• Ensures moonlighting approvals are compliant with risk management, ACGME regulations, and fellowship training program leadership approval.
• Prepares and distributes clinical rotation, consult, call, clinic, conferences, and vacation schedules for fellows, and assists in the coordination of teaching faculty schedules.
• Prepares and updates the Fellowship Training Program Handbook, including rotation goals and objectives, training and research activities and requirements, as well as relevant division/departmental/hospital policies and procedures.

• Oversee the orientation scheduling and employment requirements for all clinical fellows and document the training requirements for ACGME fellows.

• Coordinates the year-end annual evaluation of the program; documents program initiatives, feedback and formal response to recommendations and/or complaints of faculty and fellows.
• Plans graduation events, secures diplomas for completion of training, documents Board status of all clinical and research fellows, and updates the active vs. completed ACGME fellows' records and retention requirements, as well as the ACGME ADS website. Plans fellowship training program retreats, and reunions at the annual American Academy of Allergy, Asthma, and Immunology conference.
• Maintains details regarding future employment and contact information of all current and former fellows.

ACGME:

• Complete annual online ACGME WebADS surveys
• Maintain personnel files on clinical fellows and ensure that evaluation folders for all ACGME fellows contain all required documentation, such as procedure and case logs, ABAI evaluation sheets, in-training exam results, clinical evaluations, and evaluations of research training, etc.
• Maintain records of fellows' conference attendance, presentations & required bi-annual meetings with the program directors.
• Directly responsible for the coordination of conference room AV setup, and food deliveries (when applicable), for all education-related conferences.
• Organize & document monthly conference schedules (coordinating dates, times, speakers, topics, & attendance log)
• Manage patient surveys, feedback from conferences, and evaluations of fellows and faculty.
• Coordinate retreats, seminars, and education programs as required.
• Ensure timely completion of fellow, faculty, and rotation evaluations as well as end of year evaluations and surveys.
• Assist in the development of competency-based initiatives and maintain records of competency assessment.
• Coordinate feedback on continuous quality improvement with the fellows and faculty.
• Monitor compliance with the fellows' duty hours and ensure that fellows complete required surveys and documentation.
• Prepare the ACGME reaccreditation report; prepare all required documentation for the ACGME site visit, Internal GME review, and site visits by other outside reviewing agencies.
• Coordinate and collect data on clinical consultations by faculty and fellows and help ensure updates to consult coverage schedules.
• Information technology the incumbent must be facile (or willing to learn and become quickly familiar) in the use of Microsoft Office and all MGB applications and systems, resourceful in gaining any new training required, and innovative in designing online resources and evaluations for the training program.

Other Duties & Responsibilities:

Assists Program Directors with planning, development, staging, and assessment of conferences and education programs for fellows/teaching faculty for ongoing professional development. Coordinates and manages all operational aspects of various educational conferences and symposia hosted by the Division. Attends GME meetings for program coordinators.

Responsible for all administrative aspects, including letters, disclosures, schedules, record retention, CME reports, certificates, etc., of educational programs within the Division.

• Coordinates resident and student clinical rotations and submits all required paperwork. Ensures appropriate distribution of schedules and assists in preparation of student and resident curriculum goals and objectives.
• Helps support all administrative aspects of the Division's CME programs.
• Prepares and submits proposals and applications seeking support for educational and academic purposes.
• Provides support to the Program Director & Program Leadership for maintaining calendars, schedules, and meetings.
• Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues as they arise. Informs faculty and staff of policy and procedure changes.
• Ensures that the physical environment of the academic offices is maintained. Establishes and enforces fire and safety regulations for the office, following established protocols, and ensuring compliance with Joint Commission, OSHA, and MGB guidelines.
• Performs and manages purchasing responsibilities, travel & expense reimbursements for the Clinical Fellows and Program Faculty.
• Oversees all Allergy clinical fellows and graduate assistant credentialing applications and relevant academic credentialing paperwork.
• Coordinates educational seminars and fellow travel related to conferences and training activities.
• Screens fellowship CVs and supports recruitment efforts, including interview scheduling, T32 application support, and fellowship contract coordination.
• Manages conference room scheduling and space utilization for educational activities.
• Coordinates, in collaboration with internal stakeholders including faculty, Allergy and Immunology external educational programs, including scheduling internal and external faculty speakers, partnering with industry vendors, and coordinating logistics.
• Collaborates with the Department of Medicine Education Office on ACGME-related projects & department-wide education initiatives.
• Attends and reports on any staff, hospital, GME office, or Division meetings as necessary and performs all other duties or special projects that are specific and appropriate to this level of position.
• Provides support for other teaching, clinic, research, and administrative responsibilities as needed or assigned.

Qualifications:

EducationBachelor's Degree Healthcare Management requiredExperienceMedical Education Program Management 1-2 years requiredKnowledge, Skills and Abilities- 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