Sr. Project Coordinator, Education

Site: Massachusetts General Physicians Organization, Inc.

 

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Job Summary

Reporting to the Director of Research and Academics within the Department of Orthopedic Surgery, the Project Coordinator for Education will be responsible for coordinating all tasks related to the day-to-day operations of 9-10 fellowship programs that include approximately 30 fellows. The Program Coordinator will also be responsible for the accreditation process for the accredited fellowships, as well as monitoring compliance for all fellowship programs.

Additionally, the Project Coordinator will also be responsible for events and administrative tasks related to trainee recruitment, grant applications to support the fellowships, and other administrative duties as assigned.

 

Qualifications

Fellowship Coordination – 90%

General:

• Serve as key point of contact for clinical fellows, fellowship program directors, and grant sponsors during fellows' interview process, the onboarding/offboarding process and throughout the year, liaising with administrative managers, the finance team, the GME office, and other stakeholders to address inquiries and provide assistance as needed.

Fellowship Interviews:

• Responsible for planning and oversight of all administrative aspects of fellowship recruitment, including coordination of interviews for fellowship positions in both ACGME and non-ACGME programs, and ensuring maximum exposure to current faculty and fellows, arranging lunches, travel, etc. as needed.

• Monitor selection committee efforts to narrow field of applicants. Function as resource for all applicants regarding their applications, program initiatives, and the interview process. This includes reviewing and downloading each application and forwarding applications to each fellowship director per their preferences.

• Coordinate the in-person and virtual interview process for fellowship programs. For in-person interviews, this includes: Sending out interview invitations, managing applicants’ responses, setting interview schedules, and forwarding applicant packets to relevant faculty members prior to interview day. This also includes securing space, ordering food, preparing schedule for interview day, and acting as timekeeper. For virtual interviews, this includes: securing interview links for applicants, sending interview reminders to applicants, and preparing schedules. On the day of the interviews, acts as timekeeper and manages the virtual waiting rooms.

• Serve as liaison between faculty and program leadership and applicant pool.

Fellowship Orientation, Onboarding, and Offboarding:

• Plan and organize all aspects of fellowship orientation day, including coordination with presenters, ordering breakfast/lunch, etc.

• Lead and facilitate orientation day schedule, including administrative presentation.

• Manage all aspects of fellows' onboarding, including obtaining ID badges, Epic access, pagers, etc. for all incoming fellows.

• Manage offboarding of outgoing fellows, including collection of pagers, ID badges, etc.

Grant Management:

• Under guidance of fellowship directors, apply for grants to support the fellowships. Track grant application status and follow-up as needed. Maintain monthly reports for grants that are accepted.

• Prepare and submit mid-year and year-end reporting of fund usage for fellowship program sponsors.

Expense Management & Resource Stewardship:

• Assist with all education-related expenses for fellows and program directors.

• Ensure that expenses are compliant with organizational policies and grant agreement requirements.

• Demonstrate responsible stewardship of organizational funds and resources.

Rotation Schedules & Record Keeping:

• Coordinate fellowship rotation schedules, as well as any lecture series per the fellowship program director, as required.

• Collect and manage case logs as required for reporting purposes.

Additional Requirements of ACGME Fellowship Coo