Senior Education Program Coordinator - Residency - Hybrid

Site: The Brigham and Womens Hospital Inc.

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.

Job Summary

The Senior Education Program Coordinator will work in collaboration with program leadership for the Internal Medicine Residency Program reporting to the Assistant Director of Education Administration and the Director of Education Administration to administer educational experiences for internal medicine trainees particularly in regard to the ambulatory curriculum and support the general resident scheduling responsibilities of the program. Ensures compliance with all ACGME requirements and adhere to all programmatic regulatory standards. Requires advanced administrative skills and experience in word processing presentation preparation a high degree of organization and the ability to prioritize assignments. Utilizes enormous amount of judgment and discretion in dealing with confidential and sensitive matters and in screening and handling certain routine and administrative functions on behalf of the Medicine Residency Office.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
Schedules all continuity clinics for residents across the program for academic year during both ambulatory and inpatient rotations.
Communicates initial schedules for the academic year and any subsequent changes directly to administration teams at various clinic sites.
Maintains complete and accurate clinic schedules in Amion/OnCall.
Serves as primary administrative liaison between continuity clinic sites and the program.
Monitors clinic session statistics per resident throughout training to ensure compliance with all ACGME and program requirements.
Creates individualized schedules for each residents ambulatory/Primary Care blocks:
oAssists with creating the ambulatory curriculum map in collaboration with the Ambulatory Curriculum Director and maintain it annually including identifying ambulatory learning days for each resident cohort.
oServes as primary administrative liaison between subspecialty areas and the program.
oSchedules subspecialty clinics in all focus areas in collaboration with the Ambulatory Curriculum Director and the Subspecialty Education Coordinators (SECs).
oCommunicates initial schedules and any subsequent changes directly to the SECs clinic attendings or sections administrative contact.
oCoordinates special didactic sessions including identifying learning dates scheduling faculty and arranging for conference room space and audiovisual needs.
oProcesses and monitors residents Personal Day and Flex Time requests updating clinic and ambulatory schedules as needed.
oCreates monthly Urgent Care clinic schedule for residents at the Phyllis Jen Center.
Maintains complete and accurate ambulatory schedules on internal program website.
Actively participates in weekly ambulatory leadership team meeting.
Processes block schedule trade requests and shift trade requests in a timely manner communicates changes to all parties involved and maintains accurate schedules in Amion/OnCall.
Ensures all trades adhere to programs trading rules/policies and ACGME regulatory standards.
General Program Coordinator Responsibilities
Provides support and meets regularly with program leadership concerning office management issues and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the program leadership for improvement.
Interprets and applies ACGME other national accrediting agencies and hospital policies to support compliance.
Provides administrative support to trainees. Acts as a liaison between residents and program leadership and hospital administration when necessary. Establishes relationships and acts as a liaison to other Hospitals internal departments and divisions regarding resident recruitment orientation annual program Affiliation Agreements and external rotations.
Collaborates and participates with leadership on department-level trainee orientation activities.
Informs residents and trainees of inter and intradepartmental policy and procedure changes with assistance from GME office
Tracks reports and ensures compliance with procedures regarding licensing moonlighting CRICO extensions annual contracts and initial and re-credentialing of trainees.
Manages materials for specialty-specific trainee exams and assist with proctoring exams.
Develops implements and oversees the maintenance of filing record keeping distribution of materials and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
Maintains databases with resident and faculty data including New Innovations.
Collaborates with program leadership to effectively track and manage the evaluative processes of the trainees program faculty and rotations.
Assesses equipment acquisition and training needs and makes recommendations to the program leadership. Orders equipment and supplies for the program office.
Assists with the planning of program events including recruitment orientation graduation faculty retreats as well as various meetings and program-related events.
Organizes meetings and prepares and distributes materials for conferences and lectures. Develops brochures invitations or advertisements for events/lectures.
Creates and/or maintains external program advertising/media through websites brochures postcards publications and other such media. Creates/edits annual publications regarding the program. Maintains programs website.
Assists in the Residency Recruitment process including activities in the ERAS database (Electronic Residency Application System).
Performs resident Match responsibilities (National Residency Matching Program and Electronic Residency Application System usage) and corresponds with newly matched residents about requirements and process for appointment to the hospitals.
Monitors the programs inbox for training verification requests and prepare all verification and credentialing letters for Program Directors signature.
Assists in the preparation for ACGME Self Study Site Visits and internal/special reviews.
Assists in monitoring residents duty hours and operative/case experience via regular review of data reports.
Receives inquiries from residents and applicants and triage as necessary to others within the department or in other hospital/MGB departments.
Assists with processing of reimbursement as needed.
Schedules meetings to discuss yearly plans with leadership and takes and distributes meeting minutes as needed.
Provides general support to the Medicine Residency Office.
Works closely with the Program Manager Assistant Director of Education Administration and Director of Education Administration on special projects or other administrative activities as requested for the Department of Medicine.

Education
Minimum of a high school diploma or GED required; Bachelors degree preferred.

Can this role accept experience in lieu of a degree
Yes

Licenses and Credentials

Experience

Minimum of 2 years applicable work experience required.

Knowledge Skills and Abilities
-Working knowledge of software applications including Microsoft Word Excel and PowerPoint.

-Excellent written and verbal communication skills.

-Excellent organizational skills with the ability to work on multiple ongoing projects and meet deadline.

-Initiative and ability to work both independently and as a member of a functional teams.

-Ability to work effectively with all levels of faculty administration and staff in situations where one must be courteous but firm in seeking information or cooperation.

-Excellent customer service skills.

-Ability to set and maintain deadlines.

Physical Requirements

Standing Frequently (34-66%)

Walking Frequently (34-66%)

Sitting Occasionally (3-33%)

Lifting Frequently (34-66%) 35lbs (w/assisted device)

Carrying Frequently (34-66%) 20lbs - 35lbs

Pushing Occasionally (3-33%)

Pulling Occasionally (3-33%)

Climbing Rarely (Less than 2%)

Balancing Frequently (34-66%)

Stooping Occasionally (3-33%)

Kneeling Occasionally (3-33%)

Crouching Occasionally (3-33%)

Crawling Rarely (Less than 2%)

Reaching Frequently (34-66%)

Gross Manipulation (Handling) Frequently (34-66%)

Fine Manipulation (Fingering) Frequently (34-66%)

Feeling Constantly (67-100%)

Foot Use Rarely (Less than 2%)

Vision - Far Constantly (67-100%)

Vision - Near Constantly (67-100%)

Talking Constantly (67-100%)

Hearing Constantly (67-100%)

Hybrid

15 Francis Street

40

Regular

Day (United States of America)

The Brigham and Womens Hospital Inc. is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973 the Vietnam Veterans Readjustment Act of 1974 and Title I of the Americans with Disabilities Act of 1990 applicants who require accommodation in the job application process may contact Human Resources at .

Mass General Brigham Competency Framework