Pediatric Education Program Manager

About the Role

This position provides management and administrative support for the efficient and effective administration of the Pediatric Education Programs under the direction of the Pediatric Vice Chair of Education, the Mass General Brigham for Children (MGBfC) Administrative Director, and the Residency and Fellowship Program Directors. The focus centers on managing the team of coordinators and maintaining the educational quality of ACGME-accredited training programs, along with managing required accreditation components. Serves as a central resource for educational activities within MGBfC.

Responsibilities

• Continually assesses and manages a wide range of programmatic issues, including curricula development, long-range planning, project development, departmental initiatives, and ongoing educational activities.
• Makes recommendations for improving educational curricula, meeting ACGME requirements, and streamlining or sharing resources for more efficient processes across educational programs.
• Recommends policy development and/or maintenance of policies in accordance with institutional Graduate Medical Education, Harvard Medical School, and Committee of Interns and Residents union policies.
• Coordinates overarching department-wide educational events and initiatives as directed by the Vice Chair of Education, including the annual Medical Education Summit, annual Pediatric Fellows Retreat, and alumni association.
• Prepares meeting agendas, materials, and submits resulting reports to GME and ACGME for required biannual Clinical Competency Committees (CCCs), bi-annual Scholarly Oversight Committees, and annual Program Education Committees (PECs) for multiple fellowships.
• Tracks national and hospital deadlines and projects to ensure on-time completion.
• Manages regularly occurring team meeting agendas with Program Directors and coordinators for assignment of tasks; works in conjunction with coordinators to complete tasks.
• Trains new coordinators on basic functions and systems such as recruitment processes, ERAS, NRMP, etc.; serves as short-term backup during turnover and/or leaves.
• Ensures processes and deadlines are met for recruitment and onboarding.
• Assists the Fellowship Program Directors with individual Fellow compliance to academic requirements and hospital regulations, record and report completion, and confidential disciplinary actions.
• Provides input and oversight into developing education budget and monitoring/maintenance of such.
• Independently manages special projects assigned by the Pediatric Vice Chair of Education, Program Directors, and MGBfC Administrative Director.
• Functions as a specialist for New Innovations, monitoring and tracking ACGME, ABP, and ABIM policies to identify compliance issues, tracking resident work hours, and general trainee file maintenance.
• Compiles and reports program data and oversees future alumni projects.
• Provides budget oversight for the programs and serves as a resource for the education administrative staff supporting the education programs under various physician program directors.

Education Program Responsibilities

• Monitors, interprets, and communicates ACGME, ABP, ABIM, and hospital policies to support compliance.
• Completes required national and hospital surveys or reports, including the annual ACGME ADS submission and MGB GME APE submissions for all department-sponsored clinical Pediatric fellowships.
• Uses web-based programs such as ACGME WebADS, ERAS, NRMP, and others for surveys, scheduling, and reports.
• Coordinates overarching department-wide educational events and initiatives, such as the annual Pediatric Medical Education Summit.
• Functions as the New Innovations expert, providing general training and uploading initial data for incoming trainees to GME/New Innovations from ERAS.
• Creates annual schedules and evaluative sessions in New Innovations across multiple fellowships; ensures timely completion of trainee, faculty, and program evaluations.
• Monitors duty hours periodically and ensures trainee completion of education-related hospital and national required surveys.
• Monitors faculty evaluation completion during the academic year to ensure the overarching 80% institutional benchmark is met by the end of the academic year across multiple programs.
• Assists in the development of competency-based initiatives, maintains tracking of competency assessment, and coordinates feedback on continuous quality improvements of fellowship programs.
• Develops and maintains fellows’ electronic confidential personnel files with required documentation and records (e.g., ERAS application, USMLE, ECFMG report, evaluation summary reports, milestone reports, ILPs, QI project summaries, annual contracts, ABP or other required documents, procedure and case logs, documentation of program director semi-annual performance reviews of fellows, scholarly oversight data, and graduation, dismissal, or transfer documents).
• Reports to hospital offices with trainee data for required systems/audits.
• Supports future alumni outreach projects.
• Assists Program Directors in establishing policies and procedures and implementing Departmental policies and procedures within the Program.
• Evaluates, initiates, and implements various systems and procedures and revises them as necessary to maximize efficiency.
• Supports education leadership meetings.
• Works with the VP/Administrative Director to develop annual operating and capital budgets for education programs.
• Monitors all program finances including reconciliation of monthly fund statements, tracking of all HMS expenses, invoice generation for HMS, coordination with Accounts Payable, Research Finance, Payroll, and other departments as needed for resolution of errors or identification of charges, approval of requisitions through eBuy, development and maintenance of a fiscal record-keeping system.
• Oversees affiliation agreements with outside organizations to ensure contract completion and collections.
• Acts as an administrative resource for education administrative support staff and, under program physician director and administrative director oversight, facilitates recruitment, interviewing, hiring, training, and disciplining of all service personnel.
• Informs staff of Hospital and Division and Departmental policies and procedures.
• Manages weekly payroll through UKG for education program staff according to HR policies and maintains payroll-related records.
• Coordinates with Human Resources, MGPO Office, Administrative Director, Payroll, and Research Finance Offices for processing of all employee changes in Workday.
• Serves as representative of the MGBfC and Hospital as requested for committees, projects, etc.
• Performs/coordinates special projects for education within the Department or MGBfC as may arise from time-to-time.

Residency and Fellowship Program Responsibilities

• Works collaboratively with Division Chiefs and Program Directors to support the programs.
• Provides general administrative support to the program directors.
• Serves as a resource for trainees and coordinators.
• Oversees and participates in recruitment-related activities including maintenance of the ERAS databases for multiple fellowship programs, coordinating in-person and/or virtual interviews, and ensuring all required policies are shared with applicants.
• Responds to inquiries from trainees and applicants and triages as necessary to others within the department or in other hospital/MGB departments.
• Monitors credentialing and appointment-related activities including licensure, malpractice, moonlighting, visas, etc., working collaboratively with the Department Credentialing Manager, the Medical Staff Office, and the MGB Office for Global Professionals and Scholars (GPS) or ECFMG.
• Creates annual contracts for incoming and returning fellows across the clinical accredited fellowships, based on GME templates, policies, and procedures.
• Develops the annual department orientation for incoming fellows across multiple programs, including institutional aspects (IDs, Occ Health, security access, benefits, required annual talks); communicates with incoming fellows regarding parking, required online Healthstream and EPIC training, housing, etc.; monitors completion of required trainings by incoming fellows; assists in the preparation of annual training materials.
• Supports communication with trainees including informing trainees of inter and intradepartmental policy and procedure changes, with assistance from the GME office.
• Organizes fellowship information and maintains program(s) brochures and orientation and recruitment materials to ensure up-to-date information is available for applicants, new fellows, and transitioning fellows.
• Prompts divisions to update websites periodically with regard to education pages.
• Organizes meetings, conferences, lectures, retreats, and other events including preparation and distribution of materials and attendance tracking.
• Maintains essential program data and trainee files including records of fellows relating to evaluation and required bi-annual meetings with the program director.
• Manages the evaluative processes of trainees, the program, the faculty, and experiences or rotations.
• Notifies pediatric staff and appropriate hospital offices of terminated fellows and forwards information.
• Manages materials for specialty-specific national, annual trainee exams, and may proctor exams.
• Evaluates and standardizes programmatic procedures with subspecialty pediatric programs and in some cases core programs; makes recommendations for curricular and programmatic improvements to Program Directors.
• Exercises independent judgment, effectively troubleshoots, and resolves issues as they arise to facilitate smooth and prompt responses to program changes.
• Prepares for and assists in the readiness of the program for accreditation activities including data maintenance, collection and organization of materials, and team-preparation for ACGME Self Studies, ACGME Site Visits, GME Special Reviews, and GME Internal reviews.
• May attend annual, specialty-specific Association of Directors of Training national conferences and/or national meetings. May attend to national duties as regional representative (or other) to said Association.
• May hold a position or present/attend regional and national conferences if elected/selected, such as National Society of Academic Medical Administrators (NSAMA) or ACGME annual conferences; may serve or present on GME-related committees.
• Develops agenda for Education Leadership Committee in conjunction with Program Directors and department education leadership; may present materials or topics; records minutes.
• Participates in process improvement efforts across education programs.
• Learns new systems to support education programs as necessary.
• Performs other duties and assists with projects as assigned by the Pediatric Vice Chair of Education, Program Directors, and MGBfC Administrative Director.

Qualifications

• Bachelor's degree required. Master’s degree preferred.
• Minimum of 5 years of office administration or related experience, preferably in an academic medical or graduate medical education setting.
• Excellent interpersonal, communication, and organizational skills.