Fellowship Program Manager, Hematology Oncology
Fellowship Program Manager, Hematology Oncology
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Job Description
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
GENERAL SUMMARYReporting to the Administrative Director the Fellowship Program Manager will provide administrative and programmatic oversight for the Hematology Oncology fellowship program and perform other related projects as this highly visible role the incumbent will serve as a point of contact for Clinical Fellows and Fellowship Program Directors alike. The Fellowship Program Manager must demonstrate a high degree of organization and time management as well as an ability to prioritize and manage multiple projects/workstreams at a time. The Fellowship Program Manager will be responsible for holding multiple stakeholders accountable to timely completion of various workstreams within the fellowship lifecycle. The successful candidate must be eager to work in a team-oriented environment and possess strong communication and interpersonal skills.
Qualifications
PRINCIPLE DUTIES AND RESPONSIBILITIES
The Fellowship Program Manager is responsible for a variety of crucial tasks related to the departments fellowship program including but not limited to:
Fellowship Responsibilities
- Oversees and supports every step of the fellowship cycle incl. fellowship recruitment interviews orientation and onboarding fulfillment of ACGME/other accreditation requirements and fellowship graduation.
- Manages new fellow orientation and onboarding.
- Assists with preparation and presentation of fellowship orientation materials annually.
- Engages other experts and stakeholders from across the hospital system to present on various topics.
- Serves as primary point of contact for fellows throughout the fellowship program responding to issues and inquiries timely and professionally. Coordinates IT computer paging and phone needs. Helps resolve issues as they arise.
- Coordinates technical (e.g. pagers phones) and software access as appropriate for new fellows sets up ID badges and building access organizes Epic and other relevant software/billing/other trainings etc.
- Maintains accurate record keeping in New Innovations and establishes block schedules and an evaluation cadence for the academic year.
- Works with Fellowship Program Directors to ensure program information is correctly reflected in the application.
- Interprets and applies ACGME other national accrediting agencies and hospital policies to support program compliance.
- Oversee preparations for and completion of ACGME Self Study Annual Reporting Site Visits and other internal/special reviews.
- Inform fellows and trainees of inter- and intra-departmental changes to policies guidelines and procedures with assistance from GME office.
- Oversee planning of annual department events incl. recruitment orientation graduation and well as various meetings and program-related events and/or indirectly manages staff identified to assist with such activities.
Professional Responsibilities
- Maintain a highly proficient and professional image of Massachusetts General Hospital and the Cancer Center by cooperating with hospital staff to achieve goals and maintain strong employee relationships interdepartmental relations etc.
- Collaborate with department leadership to evaluate develop and implement various administrative systems and procedures designed to create efficiencies and optimize workflow.
- Maintain exceptional organizational skills and demonstrate ability to manage time and priorities effectively. Administrative Responsibilities
- Attend GME meetings as a representative of the Cancer Center Serve as key point of contact for Clinical Fellows and Fellowship Program Directors.
- Identify/anticipate issues with the fellowship programs and work with Fellowship Director Administrative Director and other resources to resolve and/or escalate as appropriate.
- Build expertise working with various websites and platforms across which fellowship information is managed e.g. New Innovations SF Match etc.
- Send routine communications to alert Clinical Fellows and Fellowship Program Directors to upcoming deadlines/action items.
- Facilitate changes in Fellowship Program Director roles etc. as needed.
- Serve as Peoplesoft/Workday manager for Clinical Fellows and process changes to employment records and special payments as required.
- Communicate institutional expense policy guidelines to Clinical Fellows and Fellowship Directors support them in submitting advanced authorization requests/expense reimbursements as necessary.
- Review and track fellows business expenses for appropriateness and compliance with institutional/departmental policies and guidelines.
- Other duties as assigned.
WORKING CONDITIONS:
Open office setting. May be required to attend meetings outside of regularly scheduled hours.
SUPERVISORY RESPONSIBILITY:
Direct management of 1 FTE. Responsible for coordinating organizing and working with groups of individuals at all levels of the organization in conducting various projects.
FISCAL RESPONSIBILITY:
No direct fiscal responsibilities; however must understand and enforces compliance with institutional policies and serve as a good steward of financial resources at the program department and organization levels (e.g. overtime supplies events employee business expenses etc.).
QUALIFICATIONS
Bachelors Degree required.
3 years of experience working in a healthcare setting required. Experience with clinical fellowships preferred.
SKILLS AND COMPETENCIES REQUIRED
Time Management:
o Exceptional organizational skills and ability to organize time and competing priorities effectively asking for direction when appropriate.
o Flexibility to work independently and to handle multiple tasks and deadline pressures.
Professional Knowledge:
o Must present and conduct oneself with high degree of professionalism at all times; demonstrates a strong customer service orientation.
o Knowledgeable and compliant in hospital state and federal regulatory requirements as applicable to job performance incl. hospital policies/procedures JCAHO ACGME and HIPPA.
o Strong project management organization and record-keeping skills are essential.
o Must be self-driven and should bring a sustained level of high energy toward developing creative solutions to obstacles and achieving project goals.
Leadership:
o Demonstrates initiative and continually strives to enhance the credibility of the department.
o Takes ownership and responsibility for assigned activities.
o Strong team player with a willingness to help colleagues and act in the best interest of the team department and organization.
o Demonstrates openness to and encouragement of feedback from colleagues and leadership.
o Demonstrates forthrightness and integrity.
o Ability to identify issues/projects and initiate plans to address.
Interpersonal/Communication:
o Excellent interpersonal/communications skills and a good command of English language including medical and scientific terminology.
o Demonstrates exceptional customer service skills.
o Excellent problem-solving skills and attention to detail and follow-through. o Superior writing grammar and editing abilities.
o Builds positive relationships and comfort communicating (written and oral) with internal and external stakeholders throughout the system incl. C-suite executives and physicians.
Discretion and Confidentiality:
o Ability to handle sensitive and confidential matters discreetly and to ensure confidentiality guidelines (incl. HIPAA) are maintained by staff.
Information Systems/Technology Skills:
o Exceptional computer skills including operating systems word processing database management spreadsheets and other office management systems (e.g. Insight PeopleSoft WorkDay New Innovations UKG Dimensions Vision IPORT).
o Must be proficient in Microsoft Office applications incl. Outlook Word Excel and Powerpoint.
Additional Job Details (if applicable)
Remote Type
Work Location
Scheduled Weekly Hours
Employee Type
Work Shift
Pay Range
$62400.00 - $90750.40/AnnualGrade
6EEO Statement:
Mass General Brigham Competency Framework
At Mass General Brigham our competency framework defines what effective leadership looks like by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance make hiring decisions identify development needs mobilize employees across our system and establish a strong talent pipeline.
Required Experience:
Manager
Employment Type
Part-Time
