Med Education Programs Coordinator
Massachusetts General Hospital(MGH)

Job Info

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GENERAL SUMMARY/RESPONSIBILITIES OVERVIEW:

Under the direction of the Director of Education of the Department of Neurology, the Education Coordinator performs a variety of critical departmental educational and administrative tasks. The Education Coordinator provides administrative support in managing the daily operations of the education programs including ACGME or UCNS-accredited Fellowship programs, Mass General Brigham GME-sponsored fellowships, other training programs in collaboration with Harvard Medical School and the combined Mass General Brigham Neurology Residency program. The incumbent will coordinate a variety of education activities, including trainee recruitment and on-boarding, compliance with all ACGME/GME requirements, oversight of trainee research and curriculum activities, oversight of trainee evaluation and Duty Hours reporting system. The Education Coordinator will manage the planning and logistics of events for the education and Mass General Brigham residency programs. The Education Coordinator will be responsible for administrative tasks (e.g. purchase requisitions, ordering, and filing) as directed by the Director of Education. The incumbent will also support the Neurology chief residents with some administrative duties, including Grand Rounds and weekly events management. The Education Coordinator will also collaborate with the training program directors and receive directive from the Director of Education.

PRINCIPAL DUTIES & RESPONSIBILITIES:

Support the Director of Education in all aspects of the residency, fellowships and other training programs. The duties include but are not limited to, record maintenance, database management, analysis, correspondence, preparation of written materials, scheduling and arranging interviews, meetings, lectures, and site visit preparations.

Support a variety of functions as it relates to the Fellowships, Residency Training Program and other educational programs:

• • Maintain records on all trainees in accordance with ACGME requirements
    
  • Maintain trainee staff and faculty evaluation systems, duty hour logs, curriculum management, and other reports in accordance with each program's requirements using New Innovations and or data tracking systems
  • Support all activities of annual trainee recruitment process, which entails coordinating all communications, identifying interview dates, organizing applicants' files, contacting applicants and faculty members to schedule interviews, developing and distributing orientation packets, organizing and sending acceptance and rejection letters, and organizing all aspects of the interview day and follow-up sub-committee meetings
  • Support all trainee hospital and medical school appointment and credentialing and visa-related activities working with appropriate departmental and hospital staff to ensure accurate and timely appointments.
  • Support the creation and maintenance of marketing materials for the Fellowships, Clerkship and Residency programs including brochures and program websites
  • Maintain the tracking of alumni database and paperwork, including external credentialing documents; ensure timely completion of reference letters; and assist the Office of Faculty Affairs in maintaining the program's alumni association
  • Support the continuous preparation for site visits for each program to ensure proper standards are in place for re-accreditation of our programs.
  • Support the on-boarding of external and internal rotators
  • Support the planning of retreats and graduation events.
  • Maintain Mentorship database including mentor contact and lab information, as well as research and clinical interests
  • Support regular residency committee meetings, assisting in the creation and distribution of agendas and the creation and maintenance of minutes. These records are maintained to verify the status of current program projects and the implementation of new projects.
  • Support and maintain use of all residency electronic systems, including New Innovations, eCommons, ACGME, AAMC, NRMP, Peoplesoft, HealthStream, and AMION software.
  • Under the direction of the program directors, coordinate lectures, seminars, and rotation schedules; Coordinate the evaluation process to ensure compliance with the program's requirements.

Organize education program operations such as invoicing, billing, collection, reporting, and other clerical services. Requisition office supplies and equipment, and initiate cost reduction programs. Standardize office procedure and initiates policy and procedure changes.

Provide administrative support to Mass General Brigham Neurology Chief Residents in planning resident activities, conferences, visiting speakers, meeting attendee list, etc.

Manage Neurology Grand Rounds planning. Responsibilities include booking grand rounds location, communicating with visiting speakers to arrange travel schedule and lodging, reimbursing speakers and paying honorariums, ordering food and materials as needed, maintaining attendee list for accreditation purposes, and ensuring Grand Rounds schedule is announced in Chief of Service departmental communication. Responsible for the Grand Rounds HMS accreditation to ensure appropriate CME credits for attendees.

Manage observership/non-employee process.

Assist in the preparation and processing of credentialing paperwork as required by Harvard Medical School and the Registrar's Office. Duties assigned may include updating and organizing files, preparing credentialing packets for Registrar's office, communicating with physicians to ensure packets are returned on time, and additional related tasks as needed.

Monitor Neurology resident and fellow's academic financial allowances including reimbursement and balance tracking. Monitor cab voucher expenses.

Collect statistical data associated with R25 outcome tracking and other training related activities as requested.

Provide short and long-term special projects as related to Neurology Education Programs

Qualifications
QUALIFICATIONS:

• Associate's degree required; Bachelor's degree strongly preferred.
  
• 1-3 years of related Healthcare experience
  
• Working knowledge of:
  
  • Word, Excel, Power Point
    
  • Information systems/databases (i.e. IDX, BICS, Microsoft Office, New Innovations, etc)
    
  • Knowledge of ACGME program responsibilities preferred
    
    

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• Exceptional interpersonal skills, including the ability to establish and maintain effective relationships with physicians, management, staff, and other customers.
  
• Demonstrated customer service skills, including the ability to use appropriate judgment, independent thinking and creativity when resolving customer issues.
  
• Ability to effectively handle challenging situations and to balance multiple priorities.
  
• Excellent verbal & written communication skills.
  
• Ability to work in a team oriented environment.
  
• Ability to multi-task and balance competing demands
  
• Must be proficient in Microsoft applications
  
  

WORKING CONDITIONS:

Predominantly fast paced office-based work; frequent meetings with program leadership; 100% of efforts dedicated to the Neurology training programs - Fellowships, Residency, and other educational programs under the direction of the Administrative Director for Education and in collaboration with the Team Lead.

EEO Statement
Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.

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