Administrative Coordinator, Education Programs

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. The position requires a strong understanding of medical education program practices and policies, development and implementation of online reporting systems, and an ability to anticipate the academic calendar of courses, recruitment of Fellows, appointments, licensing, and visa requirements. The individual will oversee a wide range of programmatic, operational, and academic efforts. Key Roles and Responsibilities Fellowship Selection: Collaborate with Program Directors and Assistant Program Directors for fellow selection, appointments, and credentialing. File for participation in the NRMP and update AMC Fellowship web pages and online resources. Complete ERAS and the online application process. Provide fellowship retreats and training sessions for the administrator. Adhere to MGB Department of Medicine policies on Fellowship selection, secure appropriate signatures, and maintain on file for all applicants. Ensure fellow recruitment, orientation, scheduling, and credentialing processes are successfully implemented. Assist 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: Credential, orient, and license all incoming clinical and research fellows. Promote and document continuation for all ACGME fellows and document graduating fellows as ready for independent practice. General Program Management: Collaborate with internal stakeholders to identify educational needs and develop comprehensive medical education programs. Ensure moonlighting approvals are compliant with risk management, ACGME regulations, and fellowship training program leadership approval. Prepare and distribute clinical rotation, consult, call, clinic, conferences, and vacation schedules for fellows, and assist in coordination of teaching faculty schedules. Prepare and update the Fellowship Training Program Handbook, including rotation goals, training and research activities, and relevant division/department/hospital policies. Program Evaluation and Administration: Oversee orientation scheduling and employment requirements for all clinical fellows and document the training requirements for ACGME fellows. Coordinate the year‑end annual evaluation of the program; document program initiatives, feedback, and formal responses to recommendations or complaints of faculty and fellows. Plan graduation events, secure diplomas, document Board status of all clinical and research fellows, update active vs. completed ACGME fellows' records and retention requirements, and maintain the ACGME ADS website. Plan fellowship training program retreats and reunions at the annual American Academy of Allergy, Asthma, and Immunology conference. Maintain details regarding future employment and contact information of all current and former fellows. ACGME Reporting and Compliance: Complete annual online ACGME WebADS surveys. Maintain personnel files on clinical fellows and ensure that evaluation folders contain all required documentation such as procedure and case logs, ABAI evaluation sheets, in‑training exam results, clinical evaluations, and research training evaluations. Maintain records of fellows' conference attendance, presentations, and required bi‑annual meetings with program directors. Coordinate conference room AV setup and food deliveries for education‑related conferences. Organize and document monthly conference schedules (dates, times, speakers, topics, and attendance logs). 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, end‑of‑year evaluations, and surveys. Assist in development of competency‑based initiatives and maintain records of competency assessment. Coordinate feedback on continuous quality improvement with fellows and faculty. Monitor compliance with fellows' duty hours and ensure completion of required surveys and documentation. Prepare the ACGME reaccreditation report and all required documentation for the ACGME site visit, Internal GME review, and other agency site visits. Coordinate and collect data on clinical consultations by faculty and fellows and ensure updates to consult coverage schedules. Use Microsoft Office and all MGB applications and systems; innovate in designing online resources and evaluations for the training program. Additional Administrative Duties: Assist Program Directors with planning, development, staging, and assessment of conferences and education programs for fellows and teaching faculty. Coordinate and manage all operational aspects of various educational conferences and symposia hosted by the Division. Attend GME meetings for program coordinators. Responsible for all administrative aspects: letters, disclosures, schedules, record retention, CME reports, certificates, etc., of educational programs within the Division. Coordinate resident and student clinical rotations and submit required paperwork; ensure appropriate distribution of schedules and assist in preparation of curriculum goals and objectives. Support all administrative aspects of the Division's CME programs. Prepare and submit proposals and applications seeking support for educational and academic purposes. Provide support to the Program Director & Program Leadership for maintaining calendars, schedules, and meetings. Evaluate and standardize office procedures; troubleshoot and resolve issues; inform faculty and staff of policy and procedure changes. Ensure that the physical environment of the academic offices is maintained; establish and enforce fire and safety regulations; ensure compliance with Joint Commission, OSHA, and MGB guidelines. Perform purchasing responsibilities, travel & expense reimbursement for the Clinical Fellows and Program Faculty. Oversee all Allergy clinical fellows and graduate assistant credentialing applications and relevant academic credentialing paperwork. Coordinate educational seminars and fellow travel related to conferences and training activities. Screen fellowship CVs and support recruitment efforts, including interview scheduling, T32 application support, and fellowship contract coordination. Manage conference room scheduling and space utilization for educational activities. Coordinate, in collaboration with internal stakeholders, scheduling of internal and external faculty speakers, partnering with industry vendors, and coordinating logistics. Collaborate with the Department of Medicine Education Office on ACGME‑related projects and department‑wide education initiatives. Attend and report on any staff, hospital, GME office, or Division meetings as necessary and perform all other duties or special projects that are specific and appropriate to this level of position. Provide support for other teaching, clinic, research, and administrative responsibilities as needed or assigned. Qualifications Education: Bachelor's Degree in Healthcare Management required. Experience: Medical Education Program Management 1‑2 years preferred. Knowledge, 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 essential for building and maintaining strong connections with healthcare providers. Strong logistical and project management skills important for coordinating multiple aspects of events, including venue selection, scheduling, and resource management. Exceptional verbal and written communication skills necessary for effectively conveying information, delivering presentations, and facilitating discussions with healthcare providers, internal stakeholders, and external partners. Proficiency in collecting, analyzing, and interpreting data related to program evaluation and outcomes. The General Hospital Corporation is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. #J-18808-Ljbffr Massachusetts General Hospital