Education Program Coordinator / 40 Hours / Day / BWH Urology

Brigham And Women's Hospital Boston , MA 02298

Posted 3 weeks ago


With oversight and direction from the Program Director, the Division Chief and/or Department Administrator, the Program Coordinator is responsible for the operational and financial management of the accredited/non-accredited residency/fellowship training program. 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.

The Program Coordinator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.


Residency Program Management:

  • Provides support and meets regularly with the Program Director concerning office management issues and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Director for improvement. May assist in program-level policy development.

  • Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.

  • Provides both administrative supervision and support to residents/interns/fellows. Acts as a liaison between residents and hospital administration when necessary. Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding resident recruitment, orientation, annual program Affiliation Agreements, and external rotations.

  • Oversees department-level trainee orientation.

  • Informs residents and trainees of inter and intradepartmental policy and procedure changes, with assistance from GME office,

  • Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, CRICO extensions, annual contracts, and initial and re-credentialing of trainees.

  • Manages materials for specialty-specific trainee exams and may assist with proctoring exams.

  • Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.

  • Maintains databases with resident and faculty data, including New Innovations.

  • Manages the evaluative processes of the trainees, program, faculty, and rotations.

  • Oversees all purchasing for the office/program. Assesses equipment acquisition and training needs, and makes recommendations to the Program Director. Orders equipment and supplies for the training office.

  • Plans departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.

  • Organizes meetings and prepares and distributes materials for conferences and lectures. Develops brochures, invitations, or advertisements for events/lectures.

  • In applicable programs, maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the Residency Recruitment season.

  • Performs all Match responsibilities and corresponds with newly matched residents about requirements and process for appointment to the hospitals. In applicable programs, assists with quota review and rank list entry and certification in NRMP (National Residency Matching Program).

  • Verifies trainees' status and activities as needed.

  • Assists in the preparation for ACGME Self Study, Site Visits and internal/special reviews.

  • Assists in monitoring residents' duty hours and operative/case experience via regular review of data reports.

  • Receives inquiries from residents and applicants and triage as necessary to others within the department or in other hospital/PHS departments.

  • Performs other duties as assigned by the Program Director.


  • Bachelor's degree required with minimum of 3-5 years of office administration experience, preferably in a healthcare and/or education setting.

  • Relevant work in a residency, education program experience preferred.


  • Strong ability to make decisions and to work independently, only escalating issues to supervisors as needed.

  • Excellent written and verbal communication skills.

  • Ability to multi-task and organize information.

  • Ability to handle sensitive information with absolute confidentiality.

  • Strong interpersonal skills are necessary to interrelate with a wide range of personalities from both inside and outside of the Hospital.

  • Working knowledge of software applications including Microsoft Word, Excel, PowerPoint, Photoshop and Access databases.

  • Customer-service orientation.

icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Senior Administrative Director / 40 Hours / Day / BWH Administration

Brigham And Women's Hospital

Posted 2 days ago

VIEW JOBS 9/14/2019 12:00:00 AM 2019-12-13T00:00 General Summary: Brigham Health is a global leader, devoted to maintaining and restoring health for people everywhere. Brigham Health is composed of Brigham and Women's Hospital (BWH), Brigham and Women's Faulkner Hospital (BWFH), and Brigham and Women's Physicians Organization (BWPO). Brigham Health is an academic medical center with a firm commitment to its tripartite mission. From the clinical standpoint, BH serves patients from New England, throughout the United States, and from 120 countries around the world. These clinical services are supported at 2 hospitals and 150 outpatient practices, by more than 1,200 physicians. From the research standpoint, Brigham Health conducts the second largest hospital-based research program in the world, with an annual research budget of more than $630 million. And from the education standpoint, Brigham Health is a training ground for physicians, nurses, and allied health professionals. We have 1,100 trainees in over 140 of the most sought after training programs in the world, and also host Harvard Medical School students in rotations throughout our programs. Under the leadership of the Senior Vice President for Clinical Services (SVP), the Senior Director of Business Affairs ("Director") functions as a senior administrative leadership resource for business and performance management needs within BHs's hospital-based portfolios for medicine, neurology, neurosurgery, oncology, and surgery (the "medical/surgical portfolio"). Responsibilities include: * Program development (analysis/planning/evaluation) * Program review (assessment/performance improvement/support) * Other essential needs that support the strength and stability of BH Most importantly, the Director provides essential counsel and support to the SVP on administrative, financial, and strategic issues. The Director reports to the SVP. Due to the senior level of this position, the Director also regularly communicates with, prepares materials for, receives direction from, and provides counsel to, the Chief Operating Officer, the department Chairs, and other senior leaders of other departments and the hospital. The scope of this senior management role spans Brigham Health. Principal Duties and Responsibilities: Strategic Leadership Support * Provide strategic leadership and counsel for the SVP; lead the capture, analysis, interpretation, and utilization of financial and operational data used in decision-making that meets the needs of the SVP. * Work closely with the SVP on the development of operating, financial, and administrative program policies. * Devise strategies for effective use of clinical, financial, and operational benchmarking data for analytic, goal setting, and improvement activities. * Proactively assess and make recommendations for opportunistic development or risk hedging in any of the SVP's functional areas. * Keep current regarding trends and developments in the health care field, particularly when they pertain to strategic planning, analytic and decision support tools, financial trends, evolving technologies and programs. * Develop subject matter briefs, relationship proposals and other materials requiring the use of business intelligence and proprietary information of BH and PHS. Business Planning * Standardize approaches to analysis, business planning, and ROI valuations across the medical/surgical portfolio, and develop rigorous processes for testing assumptions, estimating impacts, and enumerating investment requirements. * Work in concert with Analysis, Planning, and Strategic Implementation (APSI) and the academic departments to generate robust and comprehensive business plans that cross traditional internal boundaries. * Serve as the lead for all legal negotiations and contract development and verification work within the medical/surgical portfolio, working in collaboration with the Partners Office of General Counsel and relevant hospital and departmental leaders. * As appropriate, responsible for successful execution of initial relationships and agreements, operational transitions and hand-offs to appropriate clinical and administrative leaders, and monitoring of ongoing relationship management. Financial Management * Oversee the financial operations of the medical/surgical portfolio, inclusive of all accounting and budget services: * Oversee the SVP's accounting and budget areas, which includes accounting operations, payroll, accounts payable, and accounts receivable, across all associated entities. * Manage financial commitments made to leaders and faculty within the medical/surgical portfolio, ensuring tracking accuracy, regular reporting, and fulfillment of all commitments. * Provide leadership on behalf of the SVP in supporting and guiding the medical/surgical portfolio capital envelope and financial statement review. * Provide leadership on behalf of the SVP regarding the annual budget process: * Ensure that the medical/surgical portfolio budgets are developed, reviewed, approved, and submitted in a timely and accurate manner and consistent with BH, PHS, and HMS standards. * Support and oversee the process of hospital support allocations to the academic departments ("CES"). * Manage and support departmental variable compensation programs assigned to the SVP, including goal setting, ongoing monitoring of results, budget implications, and recommendations about the programs. * Lead audits of the medical/surgical portfolio as appropriate or as requested. * Establish and enforce finance and accounting policies across the medical/surgical portfolio congruent with BWH, BWPO, HMS, and PHS guidelines. * Continually and openly communicate with the SVP on any and all matters related to the SVP's fiduciary responsibilities. Provide financial leadership and counsel for the medical/surgical portfolio. * Ensure that the highest standards of integrity, ethics, control, and confidentiality are maintained at all times across all financial and accounting matters under the purview of the SVP. Performance Management * Design, compile, and issue monthly executive dashboards - capturing summary financial, operational, and administrative information on all medical/surgical-related lines of business and accounts - for use by the SVP; review and interpret dashboards with the SVP on a monthly basis. * Develop monthly monitoring system that enumerates operational performance within the medical/surgical portfolio, compares to plan, and assesses rationale for variances; recommend follow-on action for variance resolution. * Oversee the active engagement and regular review of financially complex clinical care areas. Consultation & Project Management * In conjunction with the SVP, lead the management and resolution of circumstantial issues that arise within the medical/surgical portfolio. Toward this goal, engage a broad array of resources, reviews, and individuals as needed. * Support leadership meetings as needed and present work pertaining to strategic planning, financial analysis, and business planning; develop and present executive level analyses on key programs and planning activities. * Facilitate and manage the requests made of the SVP by various stakeholders for information, accommodation, or support. Human Resources Management * Create a supportive, educational, and development-focused environment for all staff. * Ensure the support and maintenance of a diverse, inclusive, and professional environment for all staff. * Actively consider opportunities to grow the abilities, skills, and support of BH employees within the medical/surgical portfolio through professional development, enhanced communication vehicles, employee-focused initiatives, and otherwise. * Using PeopleSoft Manager Self Service, initiate, approve, and coordinate with Human Resources for approval of human resources changes (i.e. salary adjustments, salary distributions, training records, etc.) for staff who reside under the SVP's PeopleSoft tree. * For any/all eventual staff that report to this position: * Coordinate with Human Resources for the interviewing, hiring, personnel transactions (hiring, salaries, promotions, job descriptions, etc.) and implementing of institutional corrective action policy for staff. * Reviews, supports, and ensures salary and wage equity for staff. * Prepares performance reviews on direct reports. Takes corrective and disciplinary action as necessary to maintain the highest level of staff productivity and effectiveness. Terminate employees as necessary. * In times of transition, supports areas that require interim leadership support. Other * Oversee general administrative matters within the medical/surgical portfolio. * Develop letters, presentations, announcements, and other communications for the SVP and/or other relevant leaders; all documents must be of the highest caliber of refinement and professionalism. * Serve as a stand-in for the SVP in relevant meetings when the SVP is not available; serve on committees as needed or assigned by the SVP. * Lead or participate in special projects and perform other related tasks as requested or required. At least 6-8 years administrative/management experience in an academic medical center setting required. Progressive experience in business/strategic planning and/or financial management/analysis required. Project management experience required. Master's degree in related field (MBA, MHA, or MSA) strongly preferred. Skills/ Abilities/ Competencies Required: Analytical Skills * To create business trends and process analyses, profit and loss statements, operational reviews, and identification of system weaknesses. Demonstrated experience in operations, project management, strategy development, business and financial planning, budgeting, and financial reporting. Organizational Skills * To manage many competing timetables and responsibilities. The ability to delegate, effectively supervise, and plan for the timely and successful completion of short- and long-term objectives is essential. The responsibilities of this position require detailed, concentrated effort and constant re-establishment of priorities as well as complex and sensitive decision-making. Project Management Skills * To support on-time administration of multiple, competing priorities, in a matrixed environment. Includes strategy development, action planning, and execution and development of monitoring tools. Theoretical Skills * To conceptualize systems approaches to problem solving and interrelationships of clinical, teaching, and research activities. Communication Skills * To effectively relate to a large and diverse constituency of individuals - including senior leaders, administrative staff, faculty at all levels, trainees and staff, representatives of other BH offices, and vendors. Must included superior skills in financial, written, and oral formats. Interpersonal Skills * To facilitate obtainment of cooperation and support from a broad range of people. Demonstrated ability to interact with all members of the organization in ways that enhance understanding, respect, cooperation, and problem solving. Negotiation and Contracting Skills * To come to settlement in situations that are complex, sensitive, and often multi-institutional. * To ensure the rights and responsibilities of all constituents are fairly and accurately represented. Other Abilities * Ability to work independently as well as collaboratively at all levels of a complex organization. * Ability to generate and encourage creative ideas, innovative thinking, and imaginative solutions to issues or problems. * Ability to use Microsoft Office (Access, Excel, PowerPoint, and Outlook) and financial systems. * Ability to maintain the highest standards of performance, quality, credibility, and integrity. * Ability to maintain extraordinarily professional discretion in the handling of highly confidential and/or political information and data. Brigham And Women's Hospital Boston MA

Education Program Coordinator / 40 Hours / Day / BWH Urology

Brigham And Women's Hospital