Associate Program Coordinator Jobs in Boston, MA

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Job Summary

The Harvard Combined Dermatology Residency Training Program is an integrated residency program with MGH, BWH, BIDMC, Boston Children's Hospital, Lahey Clinic, and the VA Hospital (Jamaica Plain/West Roxbury). This is a three-year ACGME-accredited residency program with a 29 ACGME approved residency positions and over 100 clinical faculty, most of whom hold academic appointment at Harvard Medical School. There is also a 5-year ACGME Accredited Medicine-Dermatology Training Program with 11 accredited positions.
The Program Manager is responsible for oversight of all administrative, financial,
personnel and educational aspects of the two training programs as these relate to dermatology.. In the continuously changing landscape of healthcare and graduate medical education, the Program Manager's main objectives are to serve as a resource for all stakeholders by developing a broad understanding of issues in dermatology graduate medical education, maintaining a working knowledge of external policies and procedures pertaining to residency operations and strategic goals, facilitating programmatic changes and developing effective communication practices throughout this multi-institutional program. In addition, the Program Manager is responsible for personnel and financial management of the programs. The Program Manager is also responsible for financial oversight of the Harvard Dermatology House Officers Association (HOA), including the planning and oversight of HOA-sponsored events. The Program Manager represents the program at the local and national level.
The Program Manager receives general direction from the Program Directors of both training programs and collaborates with three Associate Program Directors to set the direction of the residency program, lead project and programmatic development, and ensure compliance with hospital and national accreditation requirements. The Program Manager is responsible for direct supervision of 1-2 Program Coordinator(s) and administrative supervision of 34 residents (avg of 26 Advanced Dermatology Residents and 10 Medicine-Dermatology residents; equivalent to 29 FTE's).
The Program Manager must maintain a strong working knowledge of ACGME-accreditation requirements, specialty specific training requirements and hospital policies and procedures. Requires discretion and judgment to organize priorities, complete tasks, and handle confidential information for a complex matrixed organization.

Program Administration

• Oversees and manages the daily operations of the Harvard Combined Dermatology Residency Training Program and Combined Medicine-Dermatology Residency Training Program. Responsibilities include oversight of the training programs across five Harvard-affiliated academic medical centers and one non-Harvard affiliate.

• Oversees and ensures completion of ACGME accreditation requirements, including multiple reporting periods throughout the academic year. This includes writing and editing narrative descriptions of all aspects of the training program, as well as collecting and entering data. Prepares correspondence and requests submitted to MGB GME, ACGME, American Board of Dermatology (ABD), HMS and other organizations.

• Maintain working knowledge of changes in accreditation and specialty board requirements as well as, departmental, hospital and medical school policies. Serves as a resource to program leadership, faculty and trainees to ensure updates are understood, applied and communicated to appropriate stakeholders.

• Oversees orientation and on-boarding processes for all trainees. Orientation includes thoughtful planning and coordination of training and information sessions for 8-9 new residents each year over the course of 3 days. On-boarding includes guiding new residents through the process of applying for a medical license, completing credentialing requirements and completing hospital hiring requirements. Guidance on visa requirements and processes is sometimes required. Oversees collaborative onboarding processes with other hospitals.

• Maintains close working relationships with colleagues in Dermatology Departments at Massachusetts General Hospital, Brigham & Women's Hospital, Beth Israel Deaconess Medical Center, Boston Children's Hospital, Lahey Clinic and the VA HealthCare System. Maintains close working relationships with various departments within Mass General Brigham, such as Graduate Medical Education, Professional Staff Benefits & Compensation, Centralized Credentialing Office, Office of Interaction with Industry, General Counsel, Human Resources, Office for Global Professionals and Scholars and other residency and fellowship programs. Maintains working relationship with several Harvard Medical School departments.

• Critically assesses needs, feasibility and requirements of adding new training sites.

• Prepares and ensures execution of affiliation agreements with all hospitals and healthcare facilities where residents rotate (currently 10 standing agreements).

• Prepares and/or oversees the processing of the required paperwork for elective rotations locally, nationally and internationally.

• Develops, implements, revises trainee and faculty evaluation systems and strategies. Oversees continuous monitoring of evaluations and participates in preparing reports of evaluation data.

• Oversees monitoring of resident work hours and reporting of concerns to program leadership. Monitors actions taken to correct situations that lead to local violations of ACGME-work hour requirements for residents.

• Oversees maintenance of residency program website and leads projects related to updating website as well as internal and external communication strategies.

• Oversees planning and execution of all residency events including recruitment dinners, orientation and welcome events, graduation and annual HOA reception, as well as several social and wellness events planned throughout each year.

Oversees and supervises 1-2 administrative staff including the medical education coordinator and senior staff assistant for all aspects of the annual selection and recruitment process, which includes soliciting and confirming team of 25+ application reviewers and/or interviewers, distributing over 500 applications for review, planning and confirming all logistics for 48 invited candidates over 3 interview days, creating and distributing marketing and informational materials. The process also includes collecting, analyzing and presenting data after applications reviewed and after interviews are conducted to facilitate Selection Committee creation of a rank list to be entered into the NRMP system. Recruitment also involves fielding and responding to questions from medical students with guidance on the application requirements and process.

• Completes final training reports for the American Board of Dermatology and ensures all training requirements are met for graduates to qualify for certifying exam.

• Provides pivotal guidance to the preparation of the annual resident rotation, continuity pairings, and vacation schedules.

• Provide guidance and support to the preparation of the annual didactic curriculum, including ensuring compliance with ACGME Program Requirements

• Sets the direction and oversees activities of the Dermatology Program Education Committee (PEC). This includes monthly committee meetings, as well as twice-annual Clinical Competency Committee meetings. Supports Program Director in developing agenda, preparing materials and reports. Sitting as a member of Committee(s), documenting minutes and following up on action items from meetings.

• Convenes twice monthly Dermatology Leadership Meetings (Program Director, Associate Program Directors, Program Coordinator). Sets agenda, prepares materials, and ensures follow through on action items related to overall administration and accreditation of the residency program.

• Sets agenda and prepares materials for quarterly HMS Dermatology Executive Committee meetings, recording minutes and following up on action items, as needed. Maintains strong working relationship with Chairs at MGH, BWH, BIDMC, and BCH.

• Represents the residency program through participation in national organizations including the American Board of Dermatology, Accreditation Council for Graduate Medical Education (ACGME), and Massachusetts Society for Academic Medical Administrators (MSAMA).

• Oversees Dermatology Program Office operations, maintenance of filing and communication systems to ensure effective and efficient record-keeping and information exchange.

• Establishes and implements program policies and procedures in collaboration with Program Director and Associate Program Directors. Critically evaluates and updates policies as needed.

Alumni Relations

• Oversees timely completion of residency training verifications for current residents and alumni and maintenance of alumni database.

• Responsible for financial management of Alumni Association funds, collecting annual dues, issuing invoices and receipts, paying bills, negotiating with vendors. Issues reimbursements for special alumni initiatives.

• Plans alumni events including annual reception.

• Develops and facilitates communication strategies for alumni network.

Personnel Management

• Directly manages 2 administrative support personnel with responsibility for hiring, training, coaching, and evaluating.

• Workday management of up to 34 professional staff. Ensures compliance with all hospital policies and training requirements. Monitors PS compliance for flu and other vaccination requirements.

• Primary liaison for Central Credentialing Office to ensure proper credentialing and licensing of up to 34 professional staff.

• Supports Program Director(s) in addressing resident performance, disciplinary and personnel concerns.

• Serves as a resource for HR questions and processes.

• PS Management of non-employees including affiliate personnel and visiting residents.

Financial Management

• Oversees $1.4M House Officers budget. Tracks expenses, prepares reports and conducts analysis of expenses. Collaborates with 5 affiliated hospital departments on budget planning.

• Researches and provides guidance to prepare justifications for and impact of new initiatives.

• Prepares and confirms execution of annual training program financial agreements with 6 hospitals.

• Manages Workday salary information of 34 residents and 2 staff employees. Provides allocation data and pproves annual salary increases/data changes for all residents and monthly moonlighting payments for medicine-dermatology residents.

• Approves trainee reimbursement requests. Oversees resident educational allowance usage to ensure compliance with program and hospital policies.

• Oversees financial transactions with vendors, invoice payments, purchase order requests, etc. Works with vendors and materials management to troubleshoot.

• Oversees The application, receipt, and compliance with industry grants for in-kind grant support for internal programming (e.g., cosmetic training programs).

• Works with department grants management team regarding resident application, receipt and compliance with the terms of industry grants, including monetary grants to support resident tuition and travel for outside courses, Works with department grant managers in reconciliation of grants. Monitors special funds.

Strategic Initiatives and Special Projects

• Collaborates with Program Director and leadership in strategic initiatives related to resident education and retention.

• Researches local and national best practices in graduate medical education to inform program leadership in strategic planning and best practices.

• Assists in the development and leads implementation of new initiatives to enhance resident educational experience.

Education
Bachelor's Degree Related Field of Study preferred and Master's Degree Related Field of Study preferred
Can this role accept experience in lieu of a degree?
Yes
Licenses and Credentials
Experience
Supervisory/Team Leadership Experience 1-2 years required or Program Management Experience 5-7 years preferred
Knowledge, Skills and Abilities
- Knowledgeable of program management principles, methodologies, and tools.
- Demonstrated experience in leading and managing cross-functional teams.
- Excellent strategic thinking and problem-solving skills.
- Strong business acumen and ability to identify and pursue funding opportunities.
- Excellent communication and presentation skills.
- Ability to work in a fast-paced, dynamic environment and adapt to change.

Medical, Dental, and Vision insurance Tuition Reimbursement Generous Paid Time Off 50% Off MBTA passesAccess to childcare resources and emergency backup care403(b), Cash Balance Retirement Plan, and Tax-Sheltered Annuity options Exclusive "Perks" - enjoy discounts on tickets and passes for everything from ski resorts to museums to sporting events)