Senior Manager Education

Description:

Under the leadership of the MGB Director of Education (Director) the Senior Manager is responsible for varied management and operational facets of the MGB Pathology Education office. Duties will include but are not limited to managing day-to-day operations and personnel in the MGB Pathology Education office and coordinating the administrative aspects of up to 6 clinical fellowship training programs in the Department of Pathology. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment, and the ability to communicate effectively with faculty. The Senior Manager will continually assess and develop a wide range of ongoing education office initiatives including operations management and on-site oversight, assess a wide range of programmatic issues including: recruiting and onboarding fellows for assigned fellowships, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and fellows regarding a range of issues, managing internal and external program relations, and long-range planning. The Senior Manager will also work closely with the Fellowship Programs Manager, Residency Program Administrators and Medical Education Coordinator, cross-covering and providing training and support to the positions as required.

Principal Duties and Responsibilities:

In collaboration with the Fellowship Directors, the Senior Manager is responsible for the efficient and effective administration of assigned fellowships to total 15-20 fellows a year. The focus of this position will be the training of the clinical fellows as well as all other ACGME and non-ACGME programs.

Under the general direction of the Director of Education the Senior Manager will provide direct supervision to 2 fellowship programs manager, 2 program administrators and 1 medical education coordinator.The position requires superior skills in program management, staff development, and communication.

The ideal candidate will possess a background in graduate medical education administration and have deep knowledge of accreditation requirements with ability to use best practices to meet standards. They must be able to work independently and requires strong critical thinking and problem-solving skills, with demonstrated past success using leading medical education programs and staff development.

This role will maintain sound organizational relationships and work well within a matrixed health care organization.This role will support the execution of long and short-term goals for the MGB pathology education office.Because this is a position in an active change management environment, this team member will need to demonstrate flexibility and open-mindedness as the contours of this position will actively evolve over time.

Personnel/Operational/Supervisory Responsibilities:

Manage HR related processes such as hiring, orientation, performance evaluations, staff development and performance management. Provide corrective action as necessary; and complete documentation in a timely manner, in compliance with MGB and departmental policies. Manage weekly payroll for all employees through UKG - review individual timesheets, enter earned time, overtime, critical staffing pays, and maintain associated records. Assign and prioritize workloads; evaluate and standardize operational procedures, effectively troubleshoot, and resolve issues as they arise. Apprise staff, senior management, and program directors of issues related to administrative support staff. Facilitate regular staff meetings to ensure proper dissemination of information and solicit input from all staff members related to policies and procedures, day-to-day operations, etc.

Programmatic Responsibilities:

ensures that fellow recruitment, orientation, scheduling and credentialing processes are successfully implemented; assists all Fellowship Directors with individual Fellow compliance to academic requirements and hospital regulations, record and report completion, performance evaluations and confidential disciplinary actions; Makes recommendations for improvement of education program and assists Fellowship Directors with planning, development, staging and assessment of conferences for fellows/teaching faculty on issues related to professional development; Continually assesses and manages a wide range of programmatic issues, including curriculum development, long-range planning, project development, departmental initiatives and any/all ongoing educational activities for the fellowship programs; Coordinates Fellowship academic research participation and investigation per program requirements. Coordinates fellowship rotation schedules. Serves as a central resource for educational activities for all fellowship programs. Provides input into developing education budget and monitoring/maintenance of these activities. Independently manages special projects as required by the Fellowship Directors and Director of Education.

New Innovations (the program used to track and monitor duty hours, evaluation completion, personnel data, and conferences)

Responsible for the set-up of the academic year in the system which includes schedule creation for clinical fellows in all and for all accredited and non-accredited programs Responsible for the set up, maintenance and completion monitoring of all ACGME required evaluations for each program. Supervise and monitor fellow duty hour compliance to ensure compliance with ACGME duty hour rules for each program both within and outside of the program.

ACGME (Accreditation Council of Graduate Medical Education - accrediting body of fellowship programs)

Assists all Fellowship Directors with development and interpretation of policies related to the educational programs to ensure that all trainees meet the requirements set forth by the ACGME and by the boards. Assist all Fellowship Directors with individual fellow compliance to hospital regulations, record and report completion, performance evaluations, and confidential disciplinary actions. Manage ACGME ADS system which includes required update of fellow information for each accredited program. Coordinate ACGME new program application process for any developing programs. Attend national conferences and web-lectures to keep up to date with changing policies. Update ADS annually for all programs including program descriptions, key faculty and CVs, program fellows and graduate data, websites, and administration.

On-boarding

Responsible for completion and submission of new hire forms and all clinical fellow appointments through the Department of Pathology. Works with CCO and HR to entail appropriate credentialing, visa, licensing and new hire information is up to date for all incoming fellows. Completes all credentialing materials with incoming fellows for rotations at affiliating hospitals. Manages orientation set up for all fellowship programs on a programmatic and hospital level, arranging lectures, tours, computer and badge access, etc. Oversees schedule and conference development by current fellows and distribute to appropriate people throughout the department and other hospitals.

Interviews

Responsible for planning and oversight of all administrative aspects of fellowship recruitment including:

Coordinate all interviews for fellowship positions in both ACGME and non-ACGME programs 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 to regarding their applications, program initiatives, and the interview season. Liaison between faculty and program leadership and applicant pool. Reports on applicant data subsets for continuation of the training grant.

General

Maintains program letters of agreement. Continually assesses and manages a wide range of programmatic issues, including curriculum development, long-range planning, project development, departmental initiatives and any/all ongoing educational activities for the fellowship programs Independently monitors special projects as required by Fellowship Directors, Administration, or Division Chiefs. Attends and reports on division fellowship and education committees. Collaborates with the Department of Pathology Education office on ACGME-related projects and department-wide education initiatives. Regularly monitors and appropriately documents schedule and conference changes throughout the year, guest speakers, vendors, attendance. Implements and maintains program management software (i.e ACGME ADS, ERAS and NRMP). Develops and maintains database and personnel files on current fellows. Ensures moonlighting approvals are in compliance with risk management and ACGME regulations. Proctors any in training exams. Prepares and updates fellowship manual including rotation goals and objectives, and relevant departmental/hospital policies and procedures. Notifies the department and appropriate hospital offices of terminated residents and fellows and forwarding information. Provides office support for program director and fellows. Assist faculty and fellows with lecture materials, presentation and computer slide preparation as necessary. Responsible for preparation of sensitive and confidential materials relating to fellow discipline and due process, including interactions with Partners Legal Counsel, Director of GME and hospital administration. Maintains any SFA requests and works with IT to appropriately handle requests, distribute information, etc. Work with other education office staff to update fellow information including for example goals and objectives, policies and new fellow photosheets on the department intranet and all external websites Manage fellows time off request process.

Budget and Finance

Provides input into developing education budget and monitoring/maintenance of all fellowship activities. Works collaboratively with the Director to prepare annual academic year budget. Assists with all other education related expenses (i.e. process fellow moonlighting or expense reports).

QUALIFICATIONS:

Bachelor's degree is required; Master's degree in Business Administration or Health Care Administration strongly preferred. Work experience 5+ years in the following areas: Graduate Medical Education, Hospital or Healthcare strongly preferred. Excellent interpersonal, oral and written communication skills. Excellent critical thinking and time management skills. Astute attention to details, commitment to accuracy and integrity of all data, reports, and communications. Ability to work independently, take initiative and work in fast pace, team environment as well as have the ability to exercise decision-making skills, to prioritize workload and to manage multiple complex and concurrent projects and tasks assigned to the Senior Program Coordinator.

Requirements:
With the increasing scope and complexity of program requirements and documentation, the Fellowship Manager must have excellent organizational skills, effective analytical skills and have an ability to exercise independent and sound judgment. Must be able to triage multiple priorities and meet deadlines in a complex environment with multiple interruptions. Excellent communications skills are essential, including verbal, written, and computer communication abilities. Strong critical thinking, problem-solving and attentiveness to detail required. This individual will be interacting with a variety of staff at many levels, often dealing with confidential information and strong interpersonal skills are critical. Must possess excellent computer skills including MS Word, Excel, and Outlook. Experience with web authoring would be helpful. Knowledge of, or ability to learn other software programs, especially GME New Innovations, hospital specific software (i.e., Workday), and other database management programs as necessary (i.e. ERAS, ADS). Knowledge of basic financial analysis and budget processes helpful.