Administrative Coordinator, Education Programs

Fellowship Selection

• Filing for participation in the NRMP
• Updating the AMC Fellowship web pages and online resources
• Completing ERAS, the online application process

Fellowship Retreats and Training Sessions

This involves providing administrative support for fellowship retreats and training sessions.

New Fellows and Transitioning Fellows

• Credentialing, orientation, and licensing all incoming clinical and research fellows
• Promoting and documenting for continuation of ACGME fellows
• Documenting graduating fellows as ready for independent practice
• Collaborates with internal stakeholders to identify educational needs and develop comprehensive medical education programs
• Ensures moonlighting approvals are compliant with risk management, ACGME regulations, and fellowship training program leadership approval
• Prepares and distributes clinical rotation, consult, call, clinic, conferences, and vacation schedules for fellows
• Aids in preparing and updating the Fellowship Training Program Handbook

ACGME Policies and Reporting Requirements

• Completes annual online ACGME WebADS surveys
• Maintains personnel files on clinical fellows and ensures that evaluation folders for all ACGME fellows contain all required documentation
• Maintains records of fellows' conference attendance, presentations, and required bi-annual meetings with program directors
• Coordinates conference room AV setup and food deliveries (when applicable)
• Organizes and documents monthly conference schedules
• Coordinates retreats, seminars, and education programs as required
• Ensures timely completion of fellow, faculty, and rotation evaluations as well as end of year evaluations and surveys
• Aids in the development of competency-based initiatives and maintains records of competency assessment
• Coordinates feedback on continuous quality improvement with fellows and faculty
• Maintains compliance with fellows' duty hours and ensures that fellows complete required surveys and documentation
• Prepares the ACGME reaccreditation report; prepares all required documentation for the ACGME site visit, Internal GME review, and site visits by other outside reviewing agencies
• Coordinates and collects data on clinical consultations by faculty and fellows and helps ensure updates to consult coverage schedules

Information Technology

• Facilitates the use of Microsoft Office and all MGB applications and systems
• Resourceful in gaining any new training required
• Innovative in designing online resources and evaluations for the training program

Other Duties and Responsibilities

• Aids Program Directors with planning, development, staging, and assessment of conferences and education programs for fellows/teaching faculty for ongoing professional development
• Coordinates and manages all operational aspects of various educational conferences and symposia hosted by the Division
• Attends GME meetings for program coordinators
• Responsible for all administrative aspects, including letters, disclosures, schedules, record retention, CME reports, certificates, etc., of educational programs within the Division
• Coordinates resident and student clinical rotations and submits all required paperwork
• Ensures appropriate distribution of schedules and assists in preparation of student and resident curriculum goals and objectives
• Supports all administrative aspects of the Division's CME programs
• Prepares and submits proposals and applications seeking support for educational and academic purposes
• Provides support to the Program Director & Program Leadership for maintaining calendars, schedules, and meetings
• Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues as they arise
• Informs faculty and staff of policy and procedure changes
• Ensures that the physical environment of the academic offices is maintained
• Establishes and enforces fire and safety regulations for the office, following established protocols, and ensuring compliance with Joint Commission, OSHA, and MGB guidelines
• Manages purchasing responsibilities, travel & expense reimbursements for the Clinical Fellows and Program Faculty
• Oversees all Allergy clinical fellows and graduate assistant credentialing applications and relevant academic credentialing paperwork
• Coordinates educational seminars and fellow travel related to conferences and training activities
• Screens fellowship CVs and supports recruitment efforts, including interview scheduling, T32 application support, and fellowship contract coordination
• Coordinates, in collaboration with internal stakeholders including faculty, Allergy and Immunology external educational programs, including scheduling internal and external faculty speakers, partnering with industry vendors, and coordinating logistics
• Collaborates with the Department of Medicine Education Office on ACGME-related projects & department-wide education initiatives
• Attends and reports on any staff, hospital, GME office, or Division meetings as necessary and performs all other duties or special projects that are specific and appropriate to this level of position
• Supports other teaching, clinic, research, and administrative responsibilities as needed or assigned