GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed.
Coordinates and implements all administrative aspects for daily operations of Brigham and Women's portion of Department of Psychiatry Fellowshipand the Harvard Medical School clerkships at Brigham and Women's/Faulkner Hospitals. Works with Training Coordinators at affiliated institutions as well as the ACGME and Harvard Medical School to coordinate the program. Provides secretarial support for the Director of Education and Training.
PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.
Coordinates all aspects of the fellowship and HMS Clerkship programs within the Department of Psychiatry. This includes coordinating interview dates, collecting and preparing application files, and oversight and management of the applicant rating forms. Understands and applies institutional program guidelines to coordinate compliance requirements and update program material.
Manages new hire HR processes with appropriate HR generalist for BWH/BWPO for all trainees including clinical rotators. Completes all new hire paperwork and facilitates the credentialing process, visas and medical license process when appropriate. Liaison to new faculty hire from offer through arrival for all questions. Ensures all trainees are provided with IDs, pagers and appropriate computer systems access.
Coordinates all department, BWH, BWPO, and GME onboarding activities including orientation for rotators, medical students, and fellows. Obtains information for new faculty and trainees regarding BWH and BWPO policies and procedures, benefits, and Harvard Programs. Onboards sponsored staff and volunteers for the department as well.
Maintains record on all trainees in accordance with established requirements and ensures the ACGME required documentation can be found. Oversees data collection and ensures the accuracy of program databases.
Provides both administrative supervision and support to students/interns/fellows. Acts as a liaison between trainees and hospital administration when necessary. Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding fellowship recruitment, orientation, annual program Affiliation Agreements, and external rotations.
Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, extensions, annual contracts, and initial and re-credentialing of trainees
Creates and or maintains medical student and fellow rotation schedules, didactic class schedules, electives and the scheduling of teaching conferences. Schedules oral exams for medical students on a monthly basis. This includes PCE student schedules at both BWH and Faulkner and advanced CL students.
Manages the evaluative processes of the trainees, program, faculty, and rotations.
Organizes meetings and prepares and distributes materials for conferences and didactic educational activities; maintains attendance records for conferences.
Helps plan departmental events including conferences, faculty retreats, graduation, and other program-related events.
Assists with updating recruitment brochures, website maintenance and social media presence
Coordinate and take minutes at Fellowship Committees, including the Program Evaluation Committee and Clinical Competency Committee and facilitate changes to program as needed
Provides administrative support for the Director of Education and Training. Types, proofreads and photocopies routine correspondence, letters of recommendation, manuscripts and proposals. Composes and drafts responses to routine requests.
Informs faculty and trainees of inter and intradepartmental policy and procedure changes, with assistance from GME office
Advise and consult on issues or inquiries from faculty, fellows, students, staff, and department leadership, etc.
Interfaces with training coordinators from other Harvard institutions and corresponds with the Harvard Medical School, ACGME and Partners GME offices to ensure all accreditation requirements are met for the respective programs. Including the submission of bi-annual milestones, ADS Annual Update, and record scholarly activity of faculty and fellows.
Assists Education Program Manager with maintaining and monitoring trainee education, employment files and training documentation for the Department and in accordance with hospital and GME records retention policies.
Assist the Education Program Manager with maintaining all essential documents required for program accreditation and/or approval; aids in preparation for accreditation site visits; including preparation of all required documentation. Along with Program Manager, helps prepare program, faculty, and trainees for site visit; arrange meeting rooms; ensure required documents are available; and serve as key participant in the site visit
Maintain alumni list, Fellowship website with up to date faculty, fellows, application process and information on the program. Submit annual FREIDA listing with up to date information
Develop a thorough understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements; helps to develop program policies to comply with accreditation requirements
Serve as a back up to the Education Program Manager. Duties include coordination and management of the residency program
Other duties as assigned.
QUALIFICATIONS: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)
Minimum of 3-5 years of office administration experience, preferably in a healthcare and/or education setting
Working knowledge of Graduate Medical Education and the ACGME accreditation process preferred
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)
Ability to effectively respond to time sensitive and confidential issues.
Excellent organizational skills with the ability to oversee multiple projects at the same time and the ability to function well under deadlines and heavy work volume.
Excellent interpersonal skills and flexibility.
Strong communication (oral and written) skills with all levels of employees.
Ability to focus detailed concentrated effort to multiple projects and re-establish priorities as necessary.
Initiative and ability to work both independently and as a member of a functional team
Maturity to work effectively with all levels of faculty, administration, and staff in situations where one must be courteous but firm in seeking information or compliance with educational program needs.
Thorough knowledge of computer systems and software including MS Office applications and database systems.
Brigham and Women's Hospital is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, sexual orientation, protected veteran status, or on the basis of disability.