Reporting to the Fellowship Program Manager in the Department Orthopaedic Surgery with guidance from MGB’s Graduate Medical Education (GME) office, the Fellowship Coordinator will provide administrative and programmatic support for 9+ clinical fellowship programs and perform other related projects as needed. In this highly visible role, the incumbent will serve as a point of contact for Clinical Fellows and Fellowship Program Directors alike.

The Fellowship Coordinator must demonstrate a high degree of organization and time management, as well as an ability to prioritize and manage multiple projects/workstreams at a time. The Fellowship Coordinator will be responsible for holding multiple stakeholders accountable to timely completion of various workstreams within the fellowship lifecycle. The successful candidate must be eager to work in a team-oriented environment and possess strong communication and interpersonal skills.

The Fellowship Coordinator is responsible for a variety of crucial tasks related to the department’s fellowship programs, including but not limited to:

Fellowship Responsibilities

· Oversees and supports every step of the fellowship cycle, incl. fellowship recruitment, interviews, orientation and onboarding, grant applications and management, fulfillment of ACGME/other accreditation requirements, and fellowship graduation.

· Manages new fellow orientation and onboarding:

o Assists with preparation and presentation of fellowship orientation materials annually. Engages other experts and stakeholders from across the hospital system to present on various topics.

o Serves as primary point of contact for fellows throughout the fellowship program, responding to issues and inquiries timely and professionally.

o Coordinates IT, computer, paging, and phone needs. Helps resolve issues as they arise.

o Coordinates technical (e.g., pagers, phones) and software access as appropriate for new fellows, sets up ID badges and building access, organizes Epic and other relevant software/billing/other trainings, etc.

o Maintains accurate record keeping in New Innovations and establishes block schedules and an evaluation cadence for the academic year.

· Applies for educational grant support for all fellowship programs, as appliable. Works with Fellowship Program Directors to ensure program information is correctly reflected in the application.

· Processes awarded educational grants with the Office for Interactions with Industry (OII) and facilitates deposit of grant monies with the Development Office. Ensures all programs that accept grants are compliant with institutional policies.

· Facilitates reporting requirements for each educational grant, collecting information from Fellowship Program Directors, Finance Director/Managers, and Clinical Fellows as needed.

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

· Oversee preparations for and completion of ACGME Self Study, Annual Reporting, Site Visits, and other internal/special reviews.

· Inform fellows and trainees of inter- and intra-departmental changes to policies, guidelines and procedures, with assistance from GME office.

· Assist in annual documentation for the National GME Track Surgery, FREIDA on-line updates, etc.

· Oversee planning of annual department events incl. recruitment, orientation, graduation, and well as various meetings and program-related events, and/or indirectly manages staff identified to assist with such activities.

Professional Responsibilities

· Maintain a highly proficient and professional image of Massachusetts General Hospital and the Department of Orthopaedic Surgery by cooperating with hospital staff to achieve goals and maintain strong employee relationships, interdepartmental relations, etc.

· Collaborate with department leadership to evaluate, develop, and implement various administrative systems and procedures designed to create efficiencies and optimize workflow.

· Maintain exceptional organizational skills and demonstrate ability to manage time and priorities effectively.

Administrative Responsibilities

· Attend GME meetings as a representative of the Department of Orthopaedic Surgery.

· Serve as key point of contact for Clinical Fellows and Fellowship Program Directors.

· Identify/anticipate issues with the fellowship programs and work with Fellowship Manager, GME Office, and other resources to resolve and/or escalate as appropriate.

· Build expertise working with various websites and platforms across which fellowship information is managed, e.g., New Innovations, SF Match, etc.

· Send routine communications to alert Clinical Fellows and Fellowship Program Directors to upcoming deadlines/action items.

· Facilitate changes in Fellowship Program Director roles, etc. as needed.

· Serve as Peoplesoft/Workday manager for Clinical Fellows and process changes to employment records and special payments as required.

· Communicate institutional expense policy guidelines to Clinical Fellows and Fellowship Directors, support them in submitting advanced authorization requests/expense reimbursements as necessary.

· Review and track fellows’ business expenses for appropriateness and compliance with institutional/departmental policies and guidelines.

· Create monthly fellowship financial reports for Fellowship Program Directors and the Sr. Director of Business & Academic Operations.

· Other duties as assigned.

QUALIFICATIONS

· Bachelor’s Degree required.

· 3+ years of experience working in a healthcare setting required. Experience with clinical fellowships and/or grant management preferred.

Must be realistic, neither overstated nor understated, and related to the essential functions of the job.

· Time Management:

o Exceptional organizational skills and ability to organize time and competing priorities effectively, asking for direction when appropriate.

o Flexibility to work independently and to handle multiple tasks and deadline pressures.

· Professional Knowledge:

o Must present and conduct oneself with high degree of professionalism at all times; demonstrates a strong customer service orientation.

o Knowledgeable and compliant in hospital, state, and federal regulatory requirements as applicable to job performance, incl. hospital policies/procedures, JCAHO, ACGME, and HIPPA.

o Strong project management, organization, and record-keeping skills are essential.

o Must be self-driven, and should bring a sustained level of high energy toward developing creative solutions to obstacles and achieving project goals.

· Leadership:

o Demonstrates initiative and continually strives to enhance the credibility of the department.

o Takes ownership and responsibility for assigned activities.

o Strong team player with a willingness to help colleagues and act in the best interest of the team, department, and organization.

o Demonstrates openness to and encouragement of feedback from colleagues and leadership.

o Demonstrates forthrightness and integrity.

o Ability to identify issues/projects and initiate plans to address.

· Interpersonal/Communication:

o Excellent interpersonal/communications skills and a good command of English language, including medical and scientific terminology.

o Demonstrates exceptional customer service skills.

o Excellent problem-solving skills and attention to detail and follow-through.

o Superior writing, grammar, and editing abilities.

o Builds positive relationships and comfort communicating (written and oral) with internal and external stakeholders throughout the system, incl. C-suite executives and physicians.

· Discretion and Confidentiality:

o Ability to handle sensitive and confidential matters discreetly and to ensure confidentiality guidelines (incl. HIPAA) are maintained by staff.

· Information Systems/Technology Skills:

o Exceptional computer skills, including operating systems, word processing, database management, spreadsheets, and other office management systems (e.g. Insight, PeopleSoft, WorkDay, New Innovations, UKG Dimensions, Vision, IPORT).

o Must be proficient in Microsoft Office applications incl. Outlook, Word, Excel, and Powerpoint.

Open office setting. May be required to attend meetings outside of regularly scheduled hours.

No direct supervisory responsibility. Responsible for coordinating, organizing, and working with groups of individuals at all levels of the organization in conducting various projects.

No direct fiscal responsibilities; however, must understand and enforces compliance with institutional policies and serve as a good steward of financial resources at the program, department, and organization levels (e.g., overtime, supplies, events, employee business expenses, etc.).