Education Program Coordinator - Dept of Medicine

GENERAL SUMMARY

The Education Program Coordinator will work in collaboration with program leadership for the Internal Medicine Residency Program, reporting to the Assistant Director of Education Administration and the Director of Education Administration, to administer educational activities for internal medicine trainees, and support the general administrative function of the program. Ensure compliance with all ACGME requirements and adhere to all programmatic regulatory standards. Requires advanced administrative skills and experience in word processing, presentation preparation, a high degree of organization, and the ability to prioritize assignments. Utilizes enormous amount of judgment and discretion in dealing with confidential and sensitive matters and in screening and handling certain routine and administrative functions on behalf of the Medicine Residency Office.

PRINCIPLE DUTIES AND RESPONSIBILITIES:

1. Rotator Coordination

• Coordinate onboarding of monthly resident rotators from BIDMC

• Serve as primary liaison between resident rotator and the Central Credentialing Office (CCO)

• Assist with verification and documentation of compliance related to HR/Occupational Health requirement

• Maintain accurate schedule of rotators through collaboration with residency scheduling team, Chief Resident liaison and BIDMC counterpart

2. Bedside Teaching Administration

• Schedule and coordinate, in collaboration with faculty leaders, the monthly Bedside Teaching seminar

• Prepare and submit required documentation to the Continuing Professional Development (CPD) Office

• Prepare communications related to the seminar series for distribution to the department

• Track seminar attendance for Continuing Medical Education (CME) credit

• Prepare materials for yearly audit by the CPD Office

3. Residency Educational Conferences

• Arrange for conference rooms and all audiovisual needs for housestaff educational conferences such as morning report, noon conference, journal club, intern report, and other teaching conference

• Create and maintain monthly calendar for catering orders for morning report and noon conference

• Develop and maintain relationships with catering vendor

• Explore new vendors and catering options as needed

• Process catering invoices for payment

• Coordinate and prepare materials, such as PowerPoint slides and handouts, for housestaff conference

• Confirm and send out reminders to noon conference speakers and morning report discussant

4. Recruitment - Planning, Interview, Selection

• Assist with annual residency recruitment initiatives, including:

o Maintaining ERAS database applications and non-ERAS communication

o Assisting Program Directors with process of screening applicant

o Preparing interview packages and individualized itineraries for applicant

o Communicating with applicants before, during and after interview day to provide information and answer question

o Providing administrative support for subcommittee and final selection meetings.

5. Program Support

• Coordinate senior resident departure process, ensuring that graduating residents complete items on departure checklist (dictations, procedure logs, pagers returned or transferred, alumni database contact information)

• Assist with onboarding process of new Chief Medical Residents annually

• Provides support to Chief Medical Residents as deemed appropriate by leadership

• Distribute weekly e-mail reminders to residents for various educational activitie

• Assist with preparing materials for Program Directors' biannual advisor meetings with resident

• Provide assistance with calendar management and reimbursement requests for residency-related events, as needed

• Assist with preparations for onboarding new intern class each academic year

• Coordinate various residency-related events and process advanced authorizations related to those activitie

• Serves as primary liaison for MRO in regards to resident inpatient workroom needs and supplie

• Provide assistance with proctoring annual In-Training Exam

• Provide general support to the Medicine Residency Office

• Work closely with Education Program Manager, Assistant Director and Director of Education Administration on special projects or other administrative activities as requested for the Departments of Medicine

Qualifications

QUALIFICATIONS:

Level of education required:

• Minimum of a high school diploma or GED. Bachelor's degree preferred.

Work experience required:

• Minimum two years applicable work experience required.

• Some additional training in office systems or other post-high school education preferred.

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

• Application level software including MS Access, Word, Excel and Powerpoint
• Excellent written and oral communication skills
• Excellent organizational skills with the ability to work on multiple ongoing projects and meet deadlines
• Initiative and ability to work both independently and as a member of a functional team
• Requires the ability to work effectively with all levels of faculty, administration, and staff in situations where one must be courteous but firm in seeking information or cooperation
• Ability to effectively respond to time sensitive and confidential issues
• Excellent customer service skills
• Ability to set and maintain deadlines

EEO Statement

Brigham & Women's Hospital 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.