Program Administrator

About the Role

The Program Administrator provides comprehensive administrative and programmatic support for medical education programs within the Department of Psychiatry, with primary responsibilities supporting the Psychiatry Residency Program, Harvard Medical School student education, and the Physician Scientist Training Program (PSTP). Working collaboratively with program leadership, faculty, residents, trainees, and medical students, the coordinator manages day-to-day program operations, educational activities, recruitment, scheduling, events, evaluations, and special projects.

Responsibilities

Psychiatry Residency Program

• Provides administrative and operational support for the Psychiatry Residency Program in collaboration with the Program Director, Program Manager, and other program leadership.
• Coordinates resident educational activities, including lecture and didactic series, conferences, examinations, meetings, and other educational programming.
• Supports residency recruitment activities, including applicant communications, interview scheduling and coordination, recruitment materials, and interview-day logistics.
• Assists with onboarding and orientation of incoming residents and coordinates administrative requirements associated with trainee appointments.
• Coordinates major residency events, including orientation, graduation, recruitment activities, meetings, retreats, and other special events.
• Maintains residency information and educational records within New Innovations and other program systems.
• Coordinates resident, faculty, rotation, and program evaluation processes and monitors completion of required evaluations.
• Provides administrative guidance and support to residents regarding program requirements, deadlines, policies, and procedures.
• Supports trainee administrative requirements, including credentialing-related documentation, licensing, contracts, moonlighting, visas, external rotations, and other required processes.
• Assists with residency examinations, including organization, materials, scheduling, and related administrative support.
• Maintains program records, databases, calendars, educational materials, communications, and website content.
• Responds to inquiries from residents, faculty, applicants, and other stakeholders and serves as a liaison with appropriate departments and offices.
• Supports compliance with applicable institutional and graduate medical education requirements.
• Leads and supports special projects and process improvements in collaboration with residency program leadership.

Harvard Medical School Student Education

• Coordinates day-to-day administrative operations for medical student psychiatry rotations and courses.
• Coordinates lectures, educational sessions, student schedules, evaluations, orientation activities, and course materials.
• Serves as a primary administrative point of contact for medical students and faculty and assists with issues that arise during student rotations.
• Coordinates faculty teaching schedules and works collaboratively with clinical services and chief residents to develop appropriate medical student schedules.
• Supports the organization and administration of medical student courses, including Capstone programming.
• Maintains course and rotation information and assists with communications, supplies, evaluations, and other administrative needs.
• Leads and supports special projects in collaboration with medical student education leadership.

Physician Scientist Training Program (PSTP)

• Supports PSTP recruitment activities, including coordination of interview days, interview schedules, applicant communications, and interview-day logistics.
• Coordinates PSTP meetings and events, including Directors Meetings, Steering Committee meetings, RCC meetings, graduation, and other program events.
• Coordinates and provides administrative support for the PSTP didactic seminar series and scientific advisory meetings.
• Maintains trainee records, including annual research goals, needs assessments, curriculum vitae, pilot project budgets, and other required program documentation.
• Coordinates administrative aspects of PSTP grant activities in collaboration with Research Management, including annual resident appointments, reimbursements, research moonlighting, and NCBI compliance.
• Manages ongoing program communications and administrative processes, including listservs, annual surveys, trainee reminders, and mentor meeting follow-up.
• Provides general administrative and project support to PSTP leadership and trainees.

Qualifications

• Bachelor’s degree required.
• Three or more years of administrative experience preferred, ideally within healthcare, higher education, or medical education.
• Excellent organizational, time management, written, and verbal communication skills.
• Strong attention to detail and ability to manage multiple deadlines and competing priorities.
• High degree of initiative, independent judgment, and problem-solving ability.
• Ability to handle confidential and sensitive information appropriately.
• Proficiency with Microsoft Outlook, Word, Excel, and other administrative and educational systems.
• Ability to work collaboratively with faculty, trainees, students, program leadership, and institutional partners.

Additional Details

This is a hybrid role based at 15 Parkman Street with scheduled weekly hours of 40.

Pay

Annual pay range: $53,040.00 - $75,888.80.