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- Actively manage the residency program's data-collection activities in New Innovations, a web-based residency management system. This is a complex database program, which the program relies on for managing resident and faculty data, schedules, and evaluations. This involves considerable data-entry work, as well as the ability to learn the nuances and details involved in ensuring the database functions correctly.
- Assist the Program Coordinator in planning the administration of the annual American Board of Surgery In-Service Training Exam (ABSITE); This involves coordinating logistics of 60 residents taking an online exam
- Assist the Program Manager with several data-collection and reporting projects to satisfy ACGME requirements.
- Maintain and monitor UBER account for residents
- Schedule meetings for the Program Director as needed. This includes scheduling and preparing for one-on-one meetings with each resident (2x year)
- Coordinate educational activities, this includes reserving rooms, ordering food, confirming speakers, and sending event notices/reminders to participants.
- Facilitate the accurate and timely completion of training verifications for current residents, and alumni, as well as credentialing and licensing organizations.
- Assist the Program Director with submitting letters of recommendation and other correspondence.
- Request I.D. badge access to Hurlbut Room and Simulation Lab for visiting residents, as needed
- Daily general office responsibilities (shared) include:
- Respond to the daily needs of residents and assist in the day-to-day running of the Residency Office; answering and re-directing phone calls, taking messages, responding to various questions and requests for information about programs
- Collect and sort mail, distribute among the residents and research residents; forward mail to graduates; Receive and interact with incoming visitors at the front desk as needed
- Proactively manage a complex calendar of internal meetings, external meetings, and events with utmost attention to accuracy and timeliness
- Assist in managing reservations for the Sweet Conference Room and provide oversite of supplies for the LCD projector, troubleshoot problems with networked PC and LCD projector, when possible, or submit service request to Partners IS
- Effectively organize and maintain electronic and paper-based residency program files, including confidential personnel records of all residents and resident alumni.
- Coordinate the organization and execution of the resident academic development curriculum (for PGY-2 and PGY-3 residents), including scheduling resident meetings with their faculty mentors throughout the academic year and collecting career development plans from the residents.
- Coordinate international medical student and resident observer program.
- Serve as the point of contact for international students seeking observership; confirm student credentials; interface with HR for the onboarding process; Request Periop approval; orient students upon arrival (Id Badge, Observership Agreement, scrub access)
- Coordinate Harvard College/MIT Pre-Med Surgery Interest Group Surgeon Observer Program; serve as point of contact for students and faculty; assists students in planning events.
- Complete Center for Surgical Education responsibilities: track EPAs; collect and tabulate data for the Vice Chair of Education
- Provide administrative support for the Clerkship manager; populate rosters, update rotations materials.
- Compile evaluations submitted by residents and faculty
- Provide cross coverage for other education team members
- Perform other duties as assigned.
Qualifications
- Knowledge and skill in administrative office support, including standard procedures and customer service.
- Understanding of medical education program coordination to include program requirements and hospital processes.
- Ability to coordinate ongoing and ad hoc responsibilities in a timely, efficient and effective manner.
- Exceptional organizational skills, ability to multitask
- Strong attention to detail
- Exceptional interpersonal skills
- Strong analytic and critical thinking skills
- Ability to work independently and as part of a team
- Exceptional written and oral communication skills with the ability to communicate clearly and concisely
- Strong ability to use discretion in protecting confidential information and seeking guidance when needed
- Ability to quickly and effectively learn new software and technologies
- Proficient in Microsoft Outlook, Word, Excel, and Adobe are required.
- Working knowledge of PeopleSoft, New Innovations, Survey Monkey, Google Docs and/or Amion are a plus.
- 3 years of administrative experience with some responsibilities within a medical education program, preferably in a healthcare and/or academic setting
- High school diploma or equivalent required as well as additional education of an Associate's degree
EEO Statement
Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.
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