Principal Duties and Responsibilities:

In collaboration with the Fellowship Directors, the Fellowship Programs Manageris responsible forthe efficient and effective administration of assigned fellowships tototal25-30fellows a year. The focus of this position will be the training of the clinical fellows as well as all other ACGME and non-ACGME programs

The Fellowship Programs Manager:

ensures that fellow recruitment, orientation,schedulingand credentialing processes are successfully implemented;assistsall Fellowship Directors with individual Fellow compliance to academic requirements and hospital regulations, record and report completion, performanceevaluationsand confidential disciplinary actions;

Makes recommendations for improvement of education program andassistsFellowship Directors with planning, development,stagingand assessment of conferences for fellows/teaching faculty on issues related to professional development;

Continually assesses and manages a wide range of programmatic issues, including curriculum development, long-range planning, project development, departmentalinitiativesand any/all ongoing educational activities for the fellowship programs;

Coordinates Fellowship academic research participation and investigation per program requirements.

Coordinates fellowship rotation schedules.

Serves as a central resource for educational activities for all fellowship programs.

Provides input into developing educationbudgetand monitoring/maintenance of these activities.

Independently manages special projects as required by the Fellowship Directors, Director and Senior Manager.

New Innovations (the program used to track andmonitorduty hours, evaluation completion, personnel data, and conferences)

Responsible for the set-up of the academic year in the system which includes schedule creation for clinical fellows in all and for all accredited and non-accredited programs

Responsible for theset up, maintenance andcompletionmonitoringof all ACGMErequiredevaluations for each program.

Supervise andmonitorfellow duty hour compliance to ensure compliance with ACGME duty hour rules for each program both within and outside of the program.

ACGME (Accreditation Council of Graduate Medical Education – accrediting body of fellowship programs)

Assistsall Fellowship 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.

Assistall Fellowship Directors with individual fellow compliance to hospital regulations, record and report completion, performance evaluations, and confidential disciplinary actions.

Manage ACGME ADS system which includes requiredupdateof fellow information for each accredited program.

Coordinate ACGME new program application process for any developing programs

Attend national conferences and web-lectures to keep up to date with changing policies.

Update ADS annually for all programs including program descriptions, key faculty and CVs, program fellows and graduate data, websites, and administration.

On-boarding

Responsible for completion and submission of new hire forms and all clinical fellow appointments through the Department of Pathology.

Works with CCO and HR to entailappropriate credentialing, visa,licensingand new hire informationis up to date for all incoming fellows.

Completes all credentialing materials with incoming fellows for rotations at affiliating hospitals.

Manages orientation set up for all fellowship programs on a programmatic and hospital level, arranging lectures, tours,computerand badge access, etc.

Overseesschedule and conference development by current fellows and distribute toappropriate peoplethroughout the department and other hospitals.

Interviews

Responsible for planning and oversight of all administrative aspects of fellowship recruitment including:

Coordinate all interviews for fellowship positions in both ACGME and non-ACGME programs ensuring maximum exposure to current faculty and fellows, arranging lunches, travel, etc. as needed

Monitor selection committee efforts to narrowfieldof applicants. Function asresourcefor all applicantsto regardingtheir applications, program initiatives, and the interview season.

Liaison between faculty and program leadership and applicant pool.

Reports on applicant data subsets for continuation of the training grant.

General

Maintains program letters of agreement.

Continually assesses and manages a wide range of programmatic issues, including curriculum development, long-range planning, project development, departmentalinitiativesand any/all ongoing educational activities for the fellowship programs

Independentlymonitorsspecial projects as required by Fellowship Directors, Administration, or Division Chiefs.

Attends and reports ondivisionfellowship and education committees.

Collaborates with the Department of Pathology Education office on ACGME-related projects and department-wide education initiatives.

Regularlymonitorsand appropriatelydocumentsschedule and conference changes throughout the year, guest speakers, vendors, attendance.

Implements andmaintainsprogram management software (i.eACGMEADS,ERASand NRMP)

Develops andmaintainsdatabase and personnel files on current fellows.

Ensures moonlighting approvals are in compliance with risk management and ACGME regulations.

Proctorsany intraining exams.

Prepares and updates fellowship manual including rotation goals andobjectives, and relevant departmental/hospital policies and procedures.

Notifies the department andappropriate hospitaloffices of terminated residents and fellows andforwardinginformation.

Provides office support for programdirectorand fellows.Assistfaculty and fellows with lecture materials, presentation and computer slidepreparationas necessary.

Responsible for preparation of sensitive and confidential materials relating to fellow discipline and due process, including interactions with Partners Legal Counsel, Director of GME and hospital administration.

Maintains any SFA requests and works with IT to appropriately handle requests, distribute information, etc.

Work with other education office staff to update fellow information including for example goals andobjectives, policies and new fellowphotosheetson the department intranet and all external websites

Manage fellowstime offrequest process.

Budget and Finance

Provides input into developing education budget and monitoring/maintenance of all fellowship activities.

Works collaboratively with theDirectorto prepareannualacademic year budget.

Assistswith all other education related expenses (i.e.processfellowmoonlighting or expense reports).

Supervisory

No supervisory experience isrequired

QUALIFICATIONS:

Bachelor's degree isrequired;Master’s degree in Business Administration or Health Care Administrationpreferred.

Work experience 2-5 years in the following areas: Graduate Medical Education, Hospital or Healthcarestronglypreferred.

Excellent interpersonal,oraland written communication skills.

Excellent critical thinking and time management skills.

Astute attention to details, commitment to accuracy and integrity of all data, reports, and communications.

Ability to work independently, take initiative and work in fast pace, team environment as well ashave the ability toexercise decision-making skills, to prioritize workload and to manage multiple complex and concurrent projects and tasks assigned to the Senior Program Coordinator.

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.