Program Manager

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 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.

Qualifications

• Program Administration:
  • Oversees and manages the daily operations of the Harvard Combined Dermatology Residency Training Program and Combined Medicine-Dermatology Residency Training Program 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, writing and editing narrative descriptions, and collecting and entering data.
  • Prepares correspondence and requests submitted to MGB GME, ACGME, American Board of Dermatology (ABD), HMS and other organizations. Maintains working knowledge of changes in accreditation and specialty board requirements as well as departmental, hospital and medical school policies and serves as a resource to program leadership, faculty and trainees.
  • Oversees orientation and on-boarding processes for all trainees, including planning and coordination of training and information sessions for 8-9 new residents each year over 3 days, guiding new residents through medical license applications, credentialing, hospital hiring, and visa requirements.
  • Maintains close working relationships with colleagues in Dermatology Departments at MGH, BWH, BIDMC, Boston Children's Hospital, Lahey Clinic, VA HealthCare System, and various MGB departments (GME, Professional Staff Benefits & Compensation, Centralized Credentialing Office, Office of Interaction with Industry, General Counsel, Human Resources, Office for Global Professionals and Scholars), as well as 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 processing of 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, and monitors actions taken to correct local violations of ACGME-work hour requirements.
  • 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 social and wellness events.
  • Oversees and supervises 1-2 administrative staff for all aspects of annual selection and recruitment: soliciting and confirming team of 25+ application reviewers/interviewers, distributing over 500 applications, planning logistics for 48 invited candidates over 3 interview days, creating marketing materials, collecting/analyzing/presenting data to facilitate Selection Committee rank list entry into NRMP, and fielding questions from medical students.
  • 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 guidance to the preparation of the annual resident rotation, continuity pairings, and vacation schedules, as well as the annual didactic curriculum, ensuring compliance with ACGME Program Requirements.
  • Sets direction and oversees activities of the Dermatology Program Education Committee (PEC), including monthly committee meetings and twice-annual Clinical Competency Committee meetings; supports Program Director in developing agenda, preparing materials and reports; sits as a member, documents minutes and follows up on action items.
  • Convenes twice monthly Dermatology Leadership Meetings (Program Director, Associate Program Directors, Program Coordinator); sets agenda, prepares materials, ensures follow through on action items related to overall administration and accreditation.
  • Sets agenda and prepares materials for quarterly HMS Dermatology Executive Committee meetings, recording minutes and following up on action items; 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.
• Faculty Affairs:
  • Acts as primary liaison for HMS Office of Faculty Affairs and Faculty Services.
  • Oversees collection of data to support the annual reappointment process for faculty at the rank of Fellow and Instructor, and term reappointment process for faculty at the rank of Assistant and Associate Professor at program affiliated institutions.
  • Serves as resource for faculty seeking promotion to Assistant Professor, Associate Professor, and Professor of Dermatology; oversees internal Committee of Professor review process, solicits letters of evaluation, and works with candidate in preparation of promotion package for submission to HMS.
• 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, and issuing 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 approves 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.