In collaboration with the Fellowship Directors, the Education Programs Manager is responsible for the efficient and effective administration of the five accredited fellowships and 2 non-accredited fellowships . The focus of this position includes the training of the clinical fellows as well as all other ACGME and non-ACGME programs in the division.
The Education Programs Manager:
(1) ensures that fellow recruitment, orientation, scheduling and credentialing processes are successfully implemented; assists the Program Directors with individual Fellow compliance to academic requirements and hospital regulations, record and report completion, performance evaluations and confidential disciplinary actions;
(2) Makes recommendations for improvement of education program and assists Program Director with planning, development, staging and assessment of conferences for fellows/teaching faculty on issues related to professional development;
(3) 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;
(4) Coordinates Fellowship academic research participation and investigation per program requirements. Coordinates resident and student rotations in cardiovascular division;
(5) Assists in preparation of student and resident curriculum objectives for rotations;
(6) Serves as central resource for educational activities within the cardiovascular division
(7) Provides input into developing education budget and monitoring/maintenance of such;
(8) Independently manages special projects as required by Program Director and Administrator
Fellowship Program Coordination
New Innovations (the program used to track and monitor duty hours and evaluation completion)
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.
Work as the point contact person for all of New Innovations issues and questions for both New Innovations and the Cardiology faculty.
Participate on the Partners GME New Innovations Committee to assist in development of new functionality.
ACGME (Accreditation Council of Graduate Medical Education accrediting body of fellowship programs)
Assists all program 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 program directors with individual fellow compliance to hospital regulations, record and report completion, performance evaluations, and confidential disciplinary actions
Manage ACGME WebADS system which includes required update of fellow and faculty information for each accredited program (5).
Responsible for updating WEBads for each program with programmatic changes as necessary
Coordinate ACGME new program application process for any developing programs.
Assist with the preparation of the APE for each of the accredited programs.
Attend national conferences, web-lectures, to keep up to date with changing policies
Point person for the Division of Cardiovascular Medicine for all ACGME related activities
Update ADS annually for all programs including program descriptions, key faculty and CVs, program fellows and graduate data, websites, and administration.
Maintains personnel files on clinical fellows and ensures all required documentations is included.
Prepares all required documentation for ACGME site visit.
Responsible for completion and submission of new hire forms and all clinical fellow appointments through the Department of Medicine
Works with provider services to entail appropriate credentialing, visa, and licensing is up to date for all incoming fellows
Completes all credentialing materials with incoming fellows for rotations at affiliated 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.
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
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 Program Director, Administration, or Division Chief
Attends and reports on division fellowship and education committees
Regularly monitors and appropriately documents schedule and conference changes throughout the year, guest speakers, attendance
Implements and maintains program management software i.e ACGME WebADS, ERAS and NRMP.
Maintains up to date information on EDFO and AMA websites
Develops and maintains database and personnel files on current fellows and alumni
Ensures moonlighting approvals are in compliance with risk management and ACGME regulations
Proctors any in training exams.
Manages verification forms.
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 fellows and forwarding information
Evaluates and standardizes programmatic procedures with core and subspecialty cardiology programs
Provides office support for program director and fellows.
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
Budget and Finance
Provides input into developing education budget and monitoring/maintenance of such
Works collaboratively with the department, fellowship directors and administrator to prepare annual academic year budget
Assists with all education related expenses
Bachelor's degree required. Prior experience in administration of graduate medical education programs is required.
With the increasing scope and complexity of program requirements and documentation, the program administrator 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. Knowledge of, or ability to learn other software programs, especially GME New Innovations, hospital specific software (i.e., Peoplesoft), and other database management programs as necessary (i.e. ERAS, WebADS). Knowledge of basic financial analysis and budget processes helpful.