Head of Programme Management

Harvard Combined Dermatology Residency Training Program Manager
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The Harvard Combined Dermatology Residency Training Program is an integrated residency program with MGH, BWH, BIDMC, Boston Children's Hospital, Lahey Clinic, and the VA Hospital (Jamaica Plain/West Roxbury). This is a three-year ACGME-accredited residency program with a 29 ACGME approved residency positions and over 100 clinical faculty, most of whom hold academic appointment at Harvard Medical School. There is also a 5-year ACGME Accredited Medicine-Dermatology Training Program with 11 accredited positions.
The Program Manager is responsible for oversight of all administrative, financial, personnel and educational aspects of the two training programs as these relate to dermatology. In the continuously changing landscape of healthcare and graduate medical education, the Program Manager's main objectives are to serve as a resource for all stakeholders by developing a broad understanding of issues in dermatology graduate medical education, maintaining a working knowledge of external policies and procedures pertaining to residency operations and strategic goals, facilitating programmatic changes and developing effective communication practices throughout this multi-institutional program. In addition, the Program Manager is responsible for personnel and financial management of the programs. The Program Manager is also responsible for financial oversight of the Harvard Dermatology House Officers Association (HOA), including the planning and oversight of HOA-sponsored events. The Program Manager represents the program at the local and national level.
The Program Manager receives general direction from the Program Directors of both training programs and collaborates with three Associate Program Directors to set the direction of the residency program, lead project and programmatic development, and ensure compliance with hospital and national accreditation requirements. The Program Manager is responsible for direct supervision of 1-2 Program Coordinator(s) and administrative supervision of 34 residents (avg of 26 Advanced Dermatology Residents and 10 Medicine-Dermatology residents; The Program Manager must maintain a strong working knowledge of ACGME-accreditation requirements, specialty specific training requirements and hospital policies and procedures. Requires discretion and judgment to organize priorities, complete tasks, and handle confidential information for a complex matrixed organization.
Oversees and manages the daily operations of the Harvard Combined Dermatology Residency Training Program and Combined Medicine-Dermatology Residency Training Program.
Oversees and ensures completion of ACGME accreditation requirements, including multiple reporting periods throughout the academic year.
Maintain working knowledge of changes in accreditation and specialty board requirements as well as, departmental, hospital and medical school policies.
Oversees orientation and on-boarding processes for all trainees.
Maintains close working relationships with colleagues in Dermatology Departments at Massachusetts General Hospital, Brigham & Women's Hospital, Beth Israel Deaconess Medical Center, Boston Children's Hospital, Lahey Clinic and the VA HealthCare System.
Critically assesses needs, feasibility and requirements of adding new training sites.
Develops, implements, revises trainee and faculty evaluation systems and strategies.
Oversees monitoring of resident work hours and reporting of concerns to program leadership.
Oversees maintenance of residency program website and leads projects related to updating website as well as internal and external communication strategies.
Oversees planning and execution of all residency events including recruitment dinners, orientation and welcome events, graduation and annual HOA reception, as well as several social and wellness events planned throughout each year.
Oversees and supervises 1-2 administrative staff including the medical education coordinator and senior staff assistant for all aspects of the annual selection and recruitment process, which includes soliciting and confirming team of 25+ application reviewers and/or interviewers, distributing over 500 applications for review, planning and confirming all logistics for 48 invited candidates over 3 interview days, creating and distributing marketing and informational materials. The process also includes collecting, analyzing and presenting data after applications reviewed and after interviews are conducted to facilitate Selection Committee creation of a rank list to be entered into the NRMP system. Recruitment also involves fielding and responding to questions from medical students with guidance on the application requirements and process.

Completes final training reports for the American Board of Dermatology and ensures all training requirements are met for graduates to qualify for certifying exam.
Provides pivotal guidance to the preparation of the annual resident rotation, continuity pairings, and vacation schedules.
Supports Program Director in developing agenda, preparing materials and reports. Sitting as a member of Committee(s), documenting minutes and following up on action items from meetings.
Sets agenda, prepares materials, and ensures follow through on action items related to overall administration and accreditation of the residency program.
Sets agenda and prepares materials for quarterly HMS Dermatology Executive Committee meetings, recording minutes and following up on action items, as needed. Represents the residency program through participation in national organizations including the American Board of Dermatology, Accreditation Council for Graduate Medical Education (ACGME), and Massachusetts Society for Academic Medical Administrators (MSAMA).
Oversees Dermatology Program Office operations, maintenance of filing and communication systems to ensure effective and efficient record-keeping and information exchange.
Establishes and implements program policies and procedures in collaboration with Program Director and Associate Program Directors. Critically evaluates and updates policies as needed.
Acts as primary liaison for HMS Office of Faculty Affairs and Faculty Services.
Oversees the collection of data to support the annual reappointment process for faculty at the rank of Fellow and Instructor at program affiliated institutions
Oversees the collection of data to support the term reappointment process for faculty at the rank of Assistant and Associate Professor at program affiliated institutions.
Oversees timely completion of residency training verifications for current residents and alumni and maintenance of alumni database.
Responsible for financial management of Alumni Association funds, collecting annual dues, issuing invoices and receipts, paying bills, negotiating with vendors. Issues reimbursements for special alumni initiatives.
Develops and facilitates communication strategies for alumni network.
Personnel Management

Directly manages 2 administrative support personnel with responsibility for hiring, training, coaching, and evaluating.
Workday management of up to 34 professional staff. Ensures compliance with all hospital policies and training requirements. Monitors PS compliance for flu and other vaccination requirements.
Primary liaison for Central Credentialing Office to ensure proper credentialing and licensing of up to 34 professional staff.
Supports Program Director(s) in addressing resident performance, disciplinary and personnel concerns.
Serves as a resource for HR questions and processes.
PS Management of non-employees including affiliate personnel and visiting residents.
Financial Management

Oversees $1.4M House Officers budget. Tracks expenses, prepares reports and conducts analysis of expenses. Collaborates with 5 affiliated hospital departments on budget planning.
Prepares and confirms execution of annual training program financial agreements with 6 hospitals.
Manages Workday salary information of 34 residents and 2 staff employees. Provides allocation data and approves annual salary increases/data changes for