Sr. Project Coordinator, Education

Fellowship Coordination - 90%

General:

• Serve as key point of contact for clinical fellows, fellowship program directors, and grant sponsors during fellows' interview process, the onboarding/offboarding process and throughout the year, liaising with administrative managers, the finance team, the GME office, and other stakeholders to address inquiries and provide assistance as needed.

Fellowship Interviews:

• Responsible for planning and oversight of all administrative aspects of fellowship recruitment, including coordination of interviews for fellowship positions in both ACGME and non-ACGME programs, and ensuring maximum exposure to current faculty and fellows, arranging lunches, travel, etc. as needed.

• Monitor selection committee efforts to narrow field of applicants. Function as resource for all applicants regarding their applications, program initiatives, and the interview process. This includes reviewing and downloading each application and forwarding applications to each fellowship director per their preferences.

• Coordinate the in-person and virtual interview process for fellowship programs. For in-person interviews, this includes: Sending out interview invitations, managing applicants' responses, setting interview schedules, and forwarding applicant packets to relevant faculty members prior to interview day. This also includes securing space, ordering food, preparing schedule for interview day, and acting as timekeeper. For virtual interviews, this includes: securing interview links for applicants, sending interview reminders to applicants, and preparing schedules. On the day of the interviews, acts as timekeeper and manages the virtual waiting rooms.

• Serve as liaison between faculty and program leadership and applicant pool.

Fellowship Orientation, Onboarding, and Offboarding:

• Plan and organize all aspects of fellowship orientation day, including coordination with presenters, ordering breakfast/lunch, etc.

• Lead and facilitate orientation day schedule, including administrative presentation.

• Manage all aspects of fellows' onboarding, including obtaining ID badges, Epic access, pagers, etc. for all incoming fellows.

• Manage offboarding of outgoing fellows, including collection of pagers, ID badges, etc.

Grant Management:

• Under guidance of fellowship directors, apply for grants to support the fellowships. Track grant application status and follow-up as needed. Maintain monthly reports for grants that are accepted.

• Prepare and submit mid-year and year-end reporting of fund usage for fellowship program sponsors.

Expense Management & Resource Stewardship:

• Assist with all education-related expenses for fellows and program directors.

• Ensure that expenses are compliant with organizational policies and grant agreement requirements.

• Demonstrate responsible stewardship of organizational funds and resources.

Rotation Schedules & Record Keeping:

• Coordinate fellowship rotation schedules, as well as any lecture series per the fellowship program director, as required.

• Collect and manage case logs as required for reporting purposes.

Additional Requirements of ACGME Fellowship Coordination may include:

• ACGME (Accreditation Council of Graduate Medical Education - accrediting body of fellowship programs). Assist all program directors with development and interpretation of policies related to the educational programs to ensure that all trainees meet the requirements set forth by the ACGME and by the boards.

• Assist program directors with individual fellow compliance to hospital regulations, record and report completion, performance evaluations, and confidential disciplinary actions.

• Manage ACGME WebADS system which includes required updates of fellow information for each accredited program. Responsible for updating WEBads for each program with programmatic changes as necessary.

• Coordinate ACGME new program application process for any developing programs. Assist with the preparation of the APE for each of the accredited programs.

• Complete ACGME paperwork and serve as the liaison between faculty, fellows, ACGME and GME.

Administration - 10%

• Assist each division with academic visitors. Understand the process for onboarding sponsored staff at BWH and MGH. Inform faculty, their administrative assistants, and clinic managers once the visit is approved.

• In consultation with department leadership, create and execute project work and revise as appropriate to meet changing needs and requirements.

• Other duties as assigned.

Knowledge, Skills and Abilities:

Technical Knowledge

• Knowledge of professional association requirements, policies, and procedures with which fellowship program requirements must comply (preferred).

• Skill in use of Microsoft Office applications including Word, Excel, Access, PowerPoint and Outlook.

Communication & Collaboration

• Demonstrates a high level of professionalism in all written and oral communications.

• Demonstrations effective and clear communication, as well as an ability to collaborate with key stakeholders both internal and external to the department as needed to achieve project requirements timely.

Project Management

• High level of organization and project management skills, including effectively developing project workplans and managing project implementation.

• Demonstrates ability to prioritize competing responsibilities and respond to sensitive issues timely. Able to meet deadlines and manage multiple highly complex projects/tasks within a fast-paced, changing environment.

• Operates with an orientation toward results and demonstrates high attention to detail.

• Ability to effectively facilitate project plans across interdisciplinary groups.

• Ability to prioritize short-term and long-term projects and remain flexible with time-sensitive responsibilities.

Relationship Management

• Possesses strong influencing and relationship-building skills. Demonstrates social facility in obtaining cooperation and support from a broad range of people.

• Agility in navigating controversial issues with a wide range of departments and individuals at all levels throughout the organization.

• Ability to work effectively with physician, nursing, administrative and ancillary staff.

Other

• Demonstrates professional and positive conduct consistently in all interactions.

• Possesses strong problem-solving skills, identifying issues as they arise and proposing solutions.

• Demonstrates initiative and ability to work independently as well as collaboratively at all levels of the organization.

• Demonstrates change agent demeanor; flexible thinker with ability to quickly adapt to a changing environment.

• Experience working with sensitive and confidential data, including clinical, operational, financial and other healthcare data.