Fellowship Program Coordinator, MGB Emergency Medicine

• High School Diploma is required.
• Associate's Degree in a related field of study is preferred.
• 1 year of administrative or program support experience is required.
• Experience with fellowship programs or academic coordination is preferred.
• Familiarity with financial reimbursement processes, including CME expenses, is preferred.
• Knowledge of GME policies and compliance requirements is preferred.
• Experience with New Innovations or similar evaluation tracking systems is preferred.
• Ability to prioritize, delegate, and manage multiple projects and responsibilities simultaneously.
• Basic financial/accounting skills.
• Strong oral and written communication skills.

Key Responsibilities:

Onboarding and Orientation:

• Facilitate the onboarding process for new fellows, including credentialing, licensing, and enrollment in academic programs (e.g., MPH at Harvard T.H. Chan School of Public Health).
• Coordinate and manage orientation schedules, ensuring new fellows are familiar with program expectations, timelines, and hospital systems such as EPIC.
• Provide fellows with access to necessary resources, including Dropbox folders and program guides.

Administrative Support:

• Schedule meetings between fellows and fellowship directors for periodic evaluations.
• Maintain and update the fellowship program's website in collaboration with IT.
• Assist the Vice Chair of Education with administrative support.
• Ensure SAEM-approved fellowships receive payment and keep SAEM directory information up to date.
• Keep minutes at monthly fellowship director meetings.
• Organize and coordinate calendars for fellowship-related activities.

Compliance, Evaluations & Record-Keeping:

• Monitor fellows' compliance with program requirements, including submission of updated CVs, activity summaries, and coursework plans.
• Manage evaluations, including Resident/APP evaluations of fellows, faculty evaluations of fellows (quarterly for ultrasound fellows), and clinical rotation evaluations in New Innovations.
• Maintain long-term records of training, certificates, evaluations, and program milestones.

Event Coordination:

• Plan and manage fellowship-related events, including fellowship recruitment events such as SAEM/ACEP fellowship fairs, applicant interview days (scheduling, materials preparation, evaluations), orientation sessions and special workshops, networking opportunities, social events at the start of the fellowship, and graduation ceremonies.
• Organize and facilitate Zoom links, interview schedules, and breakout rooms for virtual events.
• Coordinate fellowship didactics and record/upload lectures for fellows as needed.

Recruitment & Outreach:

• Manage the fellowship application process, including organizing applicant materials, scheduling interviews, and coordinating communications with candidates.
• Assist with advertising fellowships via listservs, social media, and professional websites.
• Maintain up-to-date program information on websites and SAEM directories.
• Collect and document offer letters in collaboration with the Office of Faculty Affairs (OFA).

Financial and Reimbursement Management:

• Process reimbursements for fellows, including CME, conference fees, and administrative expenses.
• Ensure timely processing of travel and educational allowances.
• Stay on top of payments for degree programs and track program-related funding.

MGB GME:

• Attend bi-weekly Program Director/Program Coordinator GME meetings.
• Stay informed on GME protocols, policies, and compliance requirements.
• Liaise with the Committee of Interns and Residents (CIR) as needed.
• Assist with the completion and submission of annual program evaluations.

ACGME:

• For fellowships receiving ACGME accreditation, additional responsibilities may include:
• Annual record-keeping and WebADS management.
• Tracking faculty scholarly activity, fellow procedures, and milestones.
• Monitoring FTE allocations for ACGME programs, including EMS, Sports Medicine, PEM, and EUFAC (ultrasound) fellowships.

Offboarding:

• Coordinate the offboarding process for fellows completing the program, ensuring the return of hospital property and submission of final documentation.
• Facilitate exit interviews to gather feedback and assess program improvements.