GENERAL SUMMARY/ OVERVIEW STATEMENT:

With minimal oversight and direction from the Directors of the Residency Training Programs and Administrative Manager the Program Manager is primarily responsible for coordinating the administrative aspects of the clinical residency and fellowship training programs in the Department of Oral & Maxillofacial Surgery (OMFS). The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment, and the ability to communicate effectively with faculty. The Residency/Fellowship Program Manager will continually assess and direct a wide range of programmatic issues including: recruiting and onboarding residents/fellows, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and residents/fellows regarding a range of issues, managing internal and external program relations, and long-range planning. The Manager will also work closely with the department coordinators, cross-covering and providing support to that position as required. Coordinates and provides on-boarding support for individuals coming to the OMFS Department on J-1 visas.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Residency/Fellowship Program Management:

1. Manages and coordinates all of the administrative aspects of the Departmental clinical subspecialty residency/fellowship programs for CODA-accredited and non-CODA accredited clinical residencies/fellowships (e.g., OMFS, GPR, OFP and TMJ). CODA residencies include Oral & Maxillofacial Surgery, Orofacial Pain and General Practice Residency. Total number of residents is approximately 24.
2. Coordinates administrative aspects of CODA and MGB/MGH accreditation and Internal Review documentation for residents/fellowships, including preparing for and assisting in the readiness of the programs for CODA Site Visits, conducted approximately every 5 years, as well as other activities associated with program accreditation. Interprets and applies CODA, ABOMS and hospital policies to support compliance. Serves as primary resource to faculty serving as clinical residents/fellowship directors regarding existing or new policies and requirements, helping to advise them on particular issues regarding their subspecialty residency/fellowship program in general or regarding individual residents/fellows.
3. Coordinates the recruitment process for clinical residency/fellowship applicants as needed, including application management, interviews, and offers.
4. Manages all credentialing for residents/fellows, including processing of visa applications, working with OMFS Administration, MGH Physician Services, and the Partners International Office.
5. Sets up rotations for clinical residents in the Department's training program at each of the other institutions where they rotate, including credentialing and other required paperwork, such as setting up financial arrangements, working closely with OMFS Administration.
6. Sets up MGH credentialing for outside rotators and observers, residents, fellows, and students coming to the Department from other MGH/MGB departments or outside institutions.
7. Assists with updating and maintaining the resident/fellowship program manual.
8. Assists with initiatives to improve the resident/fellowship programs.
9. Tracks, reports, and ensures compliance with procedures regarding licensing, CODA/GME Duty Hour reporting, CRICO extensions, annual contracts, and initial and re-credentialing of residents/fellows. Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
10. Completes required national and hospital surveys, collating and reporting program or trainee data. Provide other information to external agencies regarding trainees as required.
11. Coordinate closely with department coordinators and administrators due to interconnected nature of roles and responsibilities, provide cross-coverage when necessary, as well as other administrative support as needed. This might include scheduling interviews, orientations, completing Residency trainee credentialing information, setting up files, etc.
12. Work closely with department manager and Residency Training Program Directors, as well as other resident/fellowship program directors in the sub-specialty services concerning operational and programmatic issues, and the status of projects.
13. Identifies and evaluates the means for improving workflow and cost effectiveness; makes recommendations for improvements. Assist in program-level policy development and long-range planning.
14. Oversees department-level residency/fellowship orientation and any task-specific training/certification.
15. Informs residents/fellows of inter and intradepartmental policy and procedure changes, with assistance from GME office.
16. Manages the evaluative processes of residents/fellows, the program, the faculty, and rotations.
17. Works with OMFS Administration to notify and transition clinical trainees to any research programs. Establishes annual trainee financial arrangements with MGB Special Accounts and participating institutions, ensure proper FTE allocations and any discounts are included in the agreement. Also disseminates Departmental financial policies annually to all trainees to ensure proper expense reimbursements are followed on trainee educational allowances.
18. Keeps abreast of any changes in resident/fellow status, new assignments, etc., updating databases & processing salary or credentialing status changes as necessary. Keep track of resident/fellows' plans relating to rotations, so as to have a comprehensive understanding of current and future plans/rotations. Apprise OMFS Administration & Finance staff of status changes as necessary.
19. Coordinates and provides on-boarding support for individuals coming to the OMFS Department on J-1 visas.
20. Provide other administrative support to Resident/Fellowship Program Directors as necessary.
21. Assist with quality and safety protocol/following with compliance. Reports to Q&S director to make sure reports are handled accurately and in a timely manner. Keep an ongoing database of all reports and updates to be prepared to present at M&M conferences.
22. Schedule and book conferences for the year including but not limited to, Grand Rounds, Combine Grand Rounds, Pathology, Didactics and TMD Conference.
23. Residency Program funds & responsible for coordinating departmental events, (e.g. Change party, Holiday party, in services).
24. Performs all other duties and responsibilities as directed.

Qualifications

QUALIFICATIONS:

• Bachelor's degree in Business Administration or Healthcare Management required.
• Minimum of 3 years of experience performing relevant work, preferably in a healthcare and/or education setting. Familiarity with medical trainee management, including ACGME/CODA policies, preferred.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• Strong ability to make decisions and to work independently, only escalating issues to supervisors as needed.
• Excellent written and verbal communication skills.
• Ability to multi-task and organize information.
• Ability to handle sensitive information with absolute confidentiality.
• Strong interpersonal skills are necessary in order to interrelate with a wide range of personalities from both inside and outside of the Hospital.
• Working knowledge of software applications including Microsoft Word, Excel, PowerPoint, and Access databases, New Innovations.
• Ability to work under deadline pressure and prioritize work from several sources.
• Customer-service orientation.

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.