The Fellowship Coordinator is responsible for coordinating many tasks related to the day-to-day operations of five accredited fellowship programs (Cardiovascular Disease, Interventional Cardiology, Electrophysiology, Heart Failure and Adult Congenital Heart Disease) as well as three non-accredited fellowships (Vascular, Cardio-Oncology, Complex PCI) fellowship programs. Additionally, responsible for events related to orientation, graduation, and assisting with recruitment. Individual will be responsible for on-boarding of all new fellows, including new hire paperwork and credentialing. In addition, individual will be responsible for onboarding and coordinating all aspects of the HMS clerkship program and internal rotators. In collaboration with the Fellowship Directors and the Fellowship Manager, the Fellowship Coordinator is responsible for the efficient and effective administration of the five accredited fellowships and three non-accredited fellowship programs. The focus of this position will be the training of the clinical fellows as well as coordinating the HMS clerkship program.

The Fellowship Coordinator:

(1) ensures that fellow recruitment, orientation, scheduling and credentialing processes are successfully implemented; assists the Program Manager with individual Fellow compliance to academic requirements and hospital regulations; record and report completion, performance evaluations and confidential disciplinary actions;

(2) Makes recommendations for improvement of education program and assists Program Manager with planning, development, staging and assessment of conferences for fellows/teaching faculty on issues related to professional development;

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

(4) Coordinates resident and student rotations in cardiovascular division;

(5) Assists in preparation of student and resident curriculum objectives for rotations;

(6) Serves as central resource for educational activities within the cardiovascular division;

(7) Provides input into developing education budget and monitoring/maintenance of such;

(8) Independently manages special projects as required by Program Director and Program Manager.

Fellowship Program Coordination

New Innovations (the program used to track and monitor duty hours and evaluation completion)

- 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 program

- Responsible for the set-up, maintenance and completion monitoring of all ACGME required evaluations for each program.

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

- Work as the point contact person for all of New Innovations issues and questions for both New Innovations and the Cardiology faculty.

- Assists 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 board

- Assist all program directors with individual fellow compliance to hospital regulations, record and report completion, performance evaluations, and confidential disciplinary action

- Manage ACGME WebADS system which includes required update of fellow information for each accredited program (5).

- Responsible for updating WebADS for each program with programmatic changes as necessary

- Assist with the preparation of the APE for each of the accredited programs.

- Attend national conferences, web-lectures, to keep up to date with changing policie

- Point person for the Division of Cardiovascular Medicine for all ACGME related activitie

- 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 Medicine

- Works with provider services to entail appropriate credentialing, visa, and licensing is up to date for all incoming fellow

- 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, computer and badge access, etc.

- Oversees schedule and conference development by current fellows and distribute to appropriate people throughout the department and other hospitals.

Interview

- 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 narrow field of applicants. Function as resource for all applicants to regarding their applications, program initiatives, and the interview season

- Liaison between faculty and program leadership and applicant pool

General

- Maintains program letters of agreement.

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

- Independently monitors special projects as required by Program Director, Administration, or Division Chief

- Attends and reports on division fellowship and education committee

- Collaborates with the Department of Cardiology Education office on ACGME-related projects and department-wide education initiative

- Regularly monitors and appropriately documents schedule and conference changes throughout the year, guest speakers, vendors, attendance

- Implements and maintains program management software i.e. ACGME WebADS, ERAS and NRMP.

- Develops and maintains database and personnel files on current fellows and alumni

- Ensures moonlighting approvals are in compliance with risk management and ACGME regulation

- Proctors any in training exams.

- Manages verification forms.

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

- Notifies the department and appropriate hospital offices of terminated fellows and forwarding information

- Evaluates and standardizes programmatic procedures with core and subspecialty cardiology program

- Provides office support for program director and fellows. Assist faculty and fellows with lecture materials, presentation, and computer slide preparation as necessary.

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Budget and Finance

- Provides input into developing education budget and monitoring/maintenance of such

- Assists with all education related expense

Qualifications

Bachelor's degree preferred. Prior experience in administration of graduate medical education programs is strongly preferred.

Requirements:

With the increasing scope and complexity of program requirements and documentation, the program administrator must have excellent organizational skills, effective analytical skills and have an ability to exercise independent and sound judgment. Must be able to triage multiple priorities and meet deadlines in a complex environment with multiple interruptions.

Excellent communications skills are essential, including verbal, written, and computer communication abilities. Strong critical thinking, problem-solving and attentiveness to detail required. This individual will be interacting with a variety of staff at many levels, often dealing with confidential information and strong interpersonal skills are critical.

Must possess excellent computer skills including MS Word, Excel, PowerPoint and Outlook. Knowledge of, or ability to learn other software programs, especially GME New Innovations, hospital specific software (i.e., Peoplesoft), and other database management programs as necessary (i.e. ERAS, WebADS). Knowledge of basic financial analysis and budget processes helpful.

EEO Statement

BWH is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. 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.