Program Coordinator/Medical Education

If you are an existing employee of South Shore Health then please apply through the internal career site.

Requisition Number:

R-19489

Facility:

LOC0001 - 55 Fogg Road55 Fogg Road Weymouth, MA 02190

Department Name:

SSH Medical Staff

Status:

Full time

Budgeted Hours:

40

Shift:

Day (United States of America)

The Program Coordinator coordinates comprehensive administrative processes for the Graduate Medical Education (GME) Clinical Rotations program and the Continuing Medical Education (CME) program.
Manages affiliation agreements, student onboarding, program coordination, system access provisioning, and records management to ensure seamless educational experiences while maintaining compliance with institutional and regulatory requirements.

Key Job Responsibilities:

Collaborates with the Director of Medical Staff Services/Affairs, Medical Staff Leadership, and Hospital Leadership to organize and maintain systems that coordinate the Graduate Medical Education and Continuing Medical Education Programs of South Shore Health.

Graduate Medical Education:

Affiliation Agreement Management

• Review, maintain, and track all affiliation agreements with educational institutions.

• Draft new agreements using templates when required, coordinating with legal counsel for review.

• Track agreement renewal dates and initiate renewal process 90 days prior to expiration.

• Negotiate between institutions and legal counsel regarding contract edits and addendums.

• Coordinate signature process via DocuSign once agreements are finalized.

Rotator Application Processing

• Receive rotation rosters from affiliated programs at least 90 days in advance.

• Send application links and requirements to incoming students within required timeframes.

• Track receipt of all required documentation through CredentialsStream.

• Review applications for completeness and accuracy before acceptance.

• Process applications and update the GME tracking spreadsheet with all required information.

System Integration Management

• Enter approved rotators into WorkDay within required timeframes.

• Monitor HealthStream integration for e-learning assignments.

• Send e-learning requirements to rotators with clear completion deadlines.

• Track completion status and follow up with non-compliant rotators.

• Coordinate with Security and IT departments for badge access and provisioning.

• Maintain monthly termination procedures for completed rotators.

Rotator Communication and Coordination

• Send clearance emails once all requirements are completed.

• Distribute welcome information approximately 2 weeks before rotations begin.

• Coordinate with preceptors, department chairs, and administrative staff regarding new arrivals.

• Manage specialized processes for program-specific rotators (TUFTS 4th Year HM, CCU, OB/GYN, etc.).

• Distribute and collect evaluations for specific rotation programs.

Financial Management

• Work with Director of Medical Staff Affairs to ensure financial accounts are up to date.

• Track stipend payments from affiliated institutions.

• Reconcile stipend spreadsheets as payments are received.

• Process biannual preceptor payments, creating and confirming rosters.

Continuing Medical Education:

Program Planning and Coordination

• Review and process CME Proposal Forms, routing to Director of Medical Education for approval.

• Coordinate with speakers to confirm session logistics (date, time, location, format).

• Collect required documentation: Financial Disclosure Forms, Faculty Consent and Release Forms, W-9s, CVs.

• Prepare and distribute CME announcements through Marketing for internal communications.

• Set up attendance tracking, evaluations, and QR codes for credit claiming.

• Coordinate with Nursing to ensure BORN credits are appropriately assigned.

Regularly Scheduled Series (RSS) Management

• Maintain regular contact with coordinators for all RSS programs to obtain upcoming speaker and title information.

• Process all documentation for OB/GYN Rounds, Med Staff Peer Review, Lung Conference, Interactive Clinical Cases, Schwartz Rounds, Trauma Rounds, SSMC Rounds, and Active Staff.

• Ensure room reservations are scheduled for the u