Medical Program Coordinator for the Residency Training Program in the Department of Pathology at Brigham and Women’s Hospital will assist the Program Coordinator in the administration of the residency program, which consists of up to 38 trainees in any given academic year. The Medical Program Coordinator will be a vital part of a small and friendly team (the Program Coordinator, Program Director and Associate Program Directors) who work closely together on resident recruitment, onboarding, evaluation and tracking as well as administrative duties related to resident education, training and well-being. This position has the potential for future advancement within residency administration in our Department.
- Responsible for management of the Department of Pathology Residency (including AP and CP) Applicant Program, which includes responding to inquiries, creating files and brochures, scheduling interviews, coordinating information on ERAS, SharePoint and NRMP sites, file maintenance and correspondence, and entry of final accepted applicants list into computer for National Residents Matching Program processing. Acts as liaison between staff and applicants.
- Serve as liaison between program and the American Board of Pathology, the Accreditation Council for Graduate Medical Education (ACGME), the Pathology Residency Review Committee (RRC), College of American Pathologists (CAP), and the Massachusetts Medical Society (MMS). Coordinate ACGME accreditation and site visits.
- Working with Residency Director, coordinate first appointment and credentialing process with BWH Physician Services. Track completion of appointment/credentialing process, notifying program director and Pathology Administration of problems.
- Acts as liaison with Division Directors, Service Chiefs and Fellowship Program Manager. Ensures that various administrative activities are being coordinated with Clinical Fellowship programs. Coordinates activities with Pathology Administration, Physician Services and GME Office as appropriate.
- Process affiliation agreements for BWH Residents rotating to other institutions. Oversee Fellowship Program Manager to make sure BWH Fellows and Rotating Residents/Fellows from other institutions, are credentialed and other proper paperwork (affiliation agreement, rotator packet) is completed on time. Keep abreast of any changes in Resident/Fellow status, new assignments, etc., keeping Pathology Administration informed. Keep track of Residents’/Fellows’ plans relating to research rotations, so as to have a comprehensive understanding of current and future plans/rotations.
- Determine accurate information on each Resident/Clinical Fellow (PGY level, titles, addresses, etc.), informing Pathology Administration of changes. Communicate information as necessary to Financial Administrator to assist in the preparation of annual Resident and Clinical Fellow salary budget, as well as in preparing specific affiliation agreements.
- Coordinate with BWH and Partners Graduate Medical Education Offices for Residents and Clinical Fellows to attend new trainee orientation sessions, as well as any departmental orientation sessions. This includes organizing the setup of certain training sessions (DEA, infection control, compliance) and, working with Pathology Administration, in making sure that all pagers, keys, etc., have been assigned in advance.
- Prepares annual contracts for Residents and, oversees Fellowship Program Manager’s preparation of contracts for Clinical Fellows. Coordinate distribution and follow-up on completion of contracts by Residents and Clinical Fellows, working with Pathology Administration to troubleshoot any problems.
- Solicits program evaluations from residents and fellows. Collates data and prepares summary reports for review by Chairman, Vice-Chairman, Residency Program Director, and Senior Staff. Under the direction of the Residency Program Director prepares and collects performance evaluations of residents using the New Innovations software program.
- With Residency Program Director prepares and compiles questionnaires and surveys of Residency and Fellowship Program current and past participants (includes collecting, verifying, collating and updating data). Responsible for production, i.e., typing drafts/finals, preparing graphics, printing and distribution.
- Coordinate with Chief Residents, Program Director, and Pathology Administration other miscellaneous services to Residents and Fellows: educational conferences, special functions, book purchases, and other items as necessary.
- As necessary, coordinates reimbursements to Residents and Clinical Fellows for travel and other expenses associated with annual educational allowances. Work with Pathology Administration to process necessary forms and to track expenditures against allowance.
- Responsible for generating certificates of completion for Residents and Clinical Fellows completing training.
- Provides administrative support for Departmental Education Committee.
- Performs all other duties and responsibilities as directed.
- Associates degree required, BA/BS preferred.
- 3 years in residency/fellowship coordinator role required
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
- Excellent organizational and interpersonal/communications skills.
- Advanced reading comprehension with strong attention to detail.
- Works efficiently and effectively on assigned duties.
- Highly engaged with enthusiasm for change; willingness to take on new challenges.
- Demonstrated ability to be flexible in deadline-driven environment that requires continuous monitoring of priorities and multi-tasking.
- Demonstrated proficiency in Microsoft Office, Word, Excel, Access and Internet applications.
- Highly task-oriented, self-motivated, and able to work independently as well as in coordination with various teams.