Site: The Brigham and Women's Hospital, Inc.

 

At Mass General Brigham, we know it takes a surprising range of talented professionals to advance our mission—from doctors, nurses, business people and tech experts, to dedicated researchers and systems analysts. As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community.  We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve.

At Mass General Brigham, we believe a diverse set of backgrounds and lived experiences makes us stronger by challenging our assumptions with new perspectives that can drive revolutionary discoveries in medical innovations in research and patient care. Therefore, we invite and welcome applicants from traditionally underrepresented groups in healthcare — people of color, people with disabilities, LGBTQ community, and/or gender expansive, first and second-generation immigrants, veterans, and people from different socioeconomic backgrounds – to apply.

 

Full time Education Program Manager has given notice, with last day being February 24, 2025. ACGME requires full time role based on BWH residency and fellowship size supported.

 

Job Summary

This position under the leadership of the Department of Urology (DOU)Chair and Executive Director (ED), and in partnership with the DOU Vice Chair for Education (VC), the Education Program Manager is responsible for the operational and financial management of education programs within the DOU Education Office. These programs includes the accredited 5-Year Residency Program and non-accredited 2-Year SUO Oncology Fellowship Program.

The Education Program Manager represents the Department in high-level programmatic management, analysis and interpretation of residency and fellowship programs through comprehensive graduate medical education knowledge. This position, which will cross many specialty areas including: administrative, finance, human resources, and event planning and is essential in affecting the training program operations.

The training programs consists of not only residents/fellows but also teaching faculty. Furthermore, the Education Program Manager demonstrates considerable autonomy and independent judgement in daily operations. The Education Program Manager must demonstrate excellent reliability, communication and leadership as they are the point person for the residents and fellows with any issues, questions or concerns on a day-to-day basis.

Department Education Program Statistics
Faculty BWH based: 21 (20 MDs, 1 PhD)
Trainees BWH based: 19 (15 ACGME Residents, 2 SUO Fellows)

-Lead team to strategize and set benchmarks and goals for the education programs.
-Track, report, and ensure compliance for education programs.
-Develop long-term strategies for additional education program improvement and opportunities.
-Provide guidance on training program requirements.
-Prioritize tasks for support staff, including management of social projects pertaining to the educational programs.

 

Qualifications

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Resident/Fellow Scheduling/Onboarding/Credentialing:

Ensures curriculum requirements are met by training level and accreditation (requires strong knowledge of program, requirements and processes)Responsible for all onboarding and credentialing of new interns that are hired in July, with some assistance from the DOS

Onboarding Tasks for InternsWhite Coat OrderPagerScrub AccessHeadshot SchedulingMarketing Tasks for announcements/resident websiteOffer LettersACGME Salary ContractsPolicy send outNew Hire FormMalpractice CRICO Documents

Complete and archive all credentialing and onboarding documents for satellite locations residents/fellowsBrigham and Women’s HospitalBrigham and Women’s Faulkner HospitalVA AffiliationsBoston Children’s Hospital

Creates appropriate advancement schedule for off cycle residents/fellows, incorporating remaining rotations requiredCreates and/or assists development of rotation schedule in national residency systems such as New Innovations and ACGME ADS. Manages this throughout the academic yearMakes recommendations to program leadership about new or improved educational/training experiences in response to deficienciesAssists with investigation and development of new off-site rotations (creates GMEC documentation for approval)Critically analyzes work hours, including making recommendations to resolve violationsTracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, CRICO extensions, annual contracts, and initial and re-credentialing of trainees.

Accreditation/Onboarding/Credentialing:

Collaborates with Program Director about accreditation requirementsCreates accreditation application for Graduate Medical Education CommitteeManagement of Program Evaluation Committee and Clinical Competency Committee, hosting quarterly meetings with program leadership and developing appropriate material (See text in red below for more information on these crucial meetings)Handles arrangements for site visits/special reviews by the GME office as neededTracks and gathers data from yearly ACGME survey’s that includeWebADS (ACGME)GME Track (Association of American Medical Colleges)National BoardTraining program’s national GME organizationDepartment Liaison between the national accreditation organization, Program Director and GME Office, reporting any major changes to the training program to the ACGME through WebADSConsistently in touch with Harvard Medical School to ensure residents, fellows, faculty and other clinical staff are receiving the correct CME credit through didactic sessionsAssists Program Director and oversee annual Web ADS ACGME Update preparation and document collection, ensuring a timely and quality delivery of end of report.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.Responsible for all AY Program Affiliation Agreements with off sites institutionsResponsible for acquiring all signatures from both parties and submitting to the GME office

ACGME Meetings; Management of Meetings

The Program Evaluation Committee (PEC), Clinical Competency Committee (CCC) are accreditation requirements of the ACGME. These meetings are required to be held 2 times a year and often times quarterly if the program has pressing concerns/issues.A required committee that actively participates in planning, developing, implementing, and evaluating educational activities of the program; reviewing and making recommendations for revision of competency-based curriculum goals and objectives; addressing areas of non-compliance with ACGME standards; and, reviewing the program annually using evaluations of faculty, residents/fellows, and others, as specified below. The PEC develops the training programs Action Plan based on their program evaluation. (ACGME Common Program Requirements)A required committee that reviews all resident/fellow evaluations semi-annually; prepares and ensures the reporting of Milestones evaluations of each resident/fellow semi-annually to ACGME; and advises the Program Director regarding resident/fellow progress, including promotion, remediation, and dismissal. (ACGME Common Program Requirements)The Education Program Manager collects Milestones for self-assessment from each resident/fellow, collects a variety of aggregate Residency Management System evaluation reports, research mentor summaries, operative case log data, procedure log data, board scores, work hours’ summaries, conference attendance, etc.  All data points are summarized for discussion at the CCC meeting and the manager/program director has identified residents/fellows of

concern. Strengths and weaknesses of the resident/fellow are identified and an action plan created as appropriate.Follows up with Program Director to assure items are being addressed, as applicable. The manager is responsible fo entering all milestones into ACGME ADS system by the given deadline.

Resident Recruitment Season:

Maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the Residency Recruitment season.Screens applicants for interviews to meet selection and accreditation criteria. Reviews applications and makes decision or recommendation on applicants to invite to interviewFor both the current recruitment season and to analyze trends over several years, the GME Program Administrator will extract applicant data points, create a system for tracking and maintain the data. Analyzing the data, the GME Program Administrator will provide trends to the Program Director and make recommendationsCreates and distributes recruitment folders, applications and score sheets to over 20 faculty membersCreates interview schedule and excel grids each recruitment season and schedules medical students accordingly. This is a KEY organizational quality to have in order to have a smooth interview seasonCoordinates and supervises entire scheduled interview days, moving candidates from room to room, ensuring all interviews are completed on time. The oversight of the execution of these days include spending time with applicants, conversing with them and being the point of contact throughout their entire interview processExecutes recruitment days and problem solves any last minute changes with faculty members, program director, residents and applicantsCoordinates Rank Meeting materials and runs meeting with all faculty post interviewsCollaborates with Program Director to enter and certify Rank Order List into national systemConsistently making recommendations for process improvement pre and post-matchSUO Fellowship Recruitment (smaller version of residency interviews)Processing and assessing all fellow applicationsCoordinating interview dates with program leadershipPoint of contact for all communication with interview candidatesResponsible for coordinating interview days and ensuring the day runs smoothly

Curriculum Development (education, orientation, evaluations, etc.):

Creates evaluation schedules for efficient evaluation on each resident after each rotation period in New Innovations. Responsible for making sure faculty members and residents are completing these by the deadlinesAnalyzes completed evaluations for concerns and shares information with members of the Clinical Competency Committee and Program DirectorCreates and manages all aspects of Wednesday Education Conference, 7:00-9:00AMEnsures each didactic series meets accreditation requirements and integrates new ideas and conceptsConsistently in touch with Harvard Medical School to ensure residents, fellows, faculty and other clinical staff are receiving the correct CME credit through didactic sessionsAttends weekly education conferences to ensure compliance and take attendanceCollects and completes the appropriate Harvard Medial School paperwork needed for CME RSS Check-In’s that must be submitted twice within an AYEducates and manages residents/fellows on accreditation, institutional, and /or Department policies and procedures ( There are over 30 GME institutional policies, each program is required to initiate)

Educational, Wellness and Social Events for Residents/Fellows: (Visiting professors, resident/fellow graduation, etc.)

Coordinates, schedules and executes all Visiting Professor visits throughout the year, including a combined visiting professor with Mass General Hospital that is hosted at the Prudential CenterSchedules all flights, lodging, transportation and logistics of VP visitsCreates details flyers, agendas and calendar invites and send out to all appropriate attendeesTracks resident/fellow completion of required educational eventsDemonstrates verbal and written communication skills and effective interpersonal skillsCoordinates, schedules executes all details and plans for Resident/Fellow Graduation, including venue booking, deposits, menu and wine details, name cards, place settings, invitations, awards, PowerPoint arrangement and presentations, on-site contact day of, etc.Plans all end of year operations for Chief Residents including, headshots and offboarding

Sponsored Staff Management:

Responsible for onboarding and credentialing any and all sponsored staff employeesInternational visitorsVISA’sShort Term and Long-Term Onboarding PacketsLiaison between sponsored staff employee and faculty supervisorAssists and manages the onboarding for fellows, faculty, or residents. Works with the Sponsorship office when needed to properly distribute any VISAs for international students, residents, fellows, and faculty members.

Sub-I Medical Students:

Liaison between DOU and Harvard Medical School RegistrarPoint of contact for all medical students who are interested in doing an away rotation with the residency programCreates for all student rotations that are conducting from June-SeptemberSchedules all evaluations, informational meetings and orientation for studentsResponsible for all communication with PGY4 residents on Sub-I clinical schedules and feedback throughout rotation

Financial:

Monitors and manages the residency budget for each AYResponsible for submitting all resident reimbursements and ensuring all expenses fall under GME policyManages and tracks future year projections to ensure budget complianceEvaluates operational expenses and makes recommendations to Program Director to correct variancesOversees 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.

Department Misc.

Harvard Medical School promotion management for all current and new faculty membersResponsible for collecting all necessary paperwork and documents and submitting to the appropriate staff members at HMS and DOS for HMS title changes and promotionsAssistant Professor, Associate Professor, Instructor of Surgery, etc.Ongoing Reporting for Chairman as neededAssistance with yearly faculty review under the direction of the Chairman and Executive DirectorManagement of all faculty, fellow and resident scholarly activity that is collected on a yearly basisResponsible for all ALUMNI lists and eventsUpdating emails, phone numbers, etc.Adding and removing to the master excel spreadsheetMeeting with Chairman monthly to review

QUALIFICATIONS:

Bachelor’s degree required; masters preferred.Minimum of 4 years of in a healthcare and/or education setting.Relevant work in GME experience required. Knowledge of MGB and HMS policies pertaining to residency and fellowship required.

SKILLS/ABILITIES/COMPETENCIES REQUIRED

Strong ability to make decisions and to work independently, only escalating issues to supervisors as needed.Outstanding organization, communication and analytical skills. Strong project management skillsGood judgement and strong decision-making skillsExcellent written and verbal communication skills. Ability to multi-task and organize information.Excellent interpersonal skills and flexibilityAbility 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.Phone/videoconferencing skills: Ability to use phone system or videoconference modality to connect with various teams and cohorts as needed.Verbal skills: Ability to interpret information as appropriate, answer more complex questions in the most professional manner and communicate courteously, clearly, and concisely.Organization Skills: Ability to manage work processes in a neat and orderly fashion. Ability to manage multiple tasks effectively, follow established protocols, and work within systems.Writing Skills: Ability to correspond and communicate with others clearly and effectively in writing (via e-mail, memorandum, or interoffice note) and to take complete and accurate messages.Presentation Skills: Ability to communicate information or important findings to a diverse group.

 

Addendum A

BWH Behavioral Competencies

1. People: Focus on serving the community through collaboration and respect

Inclusiveness

Definition: Maintain an environment where individuals value and respect differences in all situations. Stand firm against intolerance and bias to create a welcoming environment and respect all individuals regardless of race, gender identity, ethnicity, language, sexual orientation, age, physical or mental ability, religion, socio-economic status, or national origin.

Work effectively with others who have diverse perspectives, talents, roles, backgrounds and/or styles Contribute to a positive team environment where differences are respected, supported and are free from stereotyping and offensive comments Be professional when approached about behaviors that might be perceived as disrespectful

Open Communication

Definition: The ability to effectively articulate and receive information in a clear, concise, and timely manner.

Practice active listening skills Foster and maintain an environment that respects open dialogue, differences of opinion, as well as diverse communication styles Ensure that information is shared in a clear, accurate, and timely manner using the appropriate communication method for your audience Express oneself clearly and professionally in your verbal, non-verbal, written, and electronic communication

Building Collaborative Relationships

Definition: Identifying opportunities and taking action to build relationships between one’s area and other areas, teams, departments, units, or organizations to help achieve organizational goals.

Take initiative to support others and build productive relationships that will lead to a cohesive workplace Interact effectively with other team members, departments, and customers to accomplish organizational goals

Organizational Awareness

Definition: Understand how one’s own work affects the organization as a whole and demonstrate a commitment to the organizational goals.

Support and respect BWH’s mission, vision, values, and history Understand and recognize how your individual role and department impacts the organization

2. Self-Management: Accountability, professionalism and commitment to growth and development

Embracing Change

Definition: Demonstrate adaptability and openness to organizational changes needed to improve effectiveness and goals.

Support and positively participate in organizational and/or job specific changes Initiate appropriate action when change is needed Be flexible and open to new ideas Adapt to shifting priorities

Learning Oriented

Definition: Predisposed to pursue learning opportunities even outside own comfort zone, one stays abreast of new tools and methods, rising to add value and build challenge in current assignments.

Demonstrate openness to learning from successes and failures Recognize and participate in learning opportunities Seek and share best practices

Professionalism

Definition: Practice respect for self and others; and adhere to BWH standards, policies, and procedures always.

Adhere to BWH’s Code of Conduct, Guide to Ethical Standards, policies, and procedures Align behavior with the organizational mission and values Practice respect in accordance with the BWH standards Demonstrate responsibility, reliability, and trustworthiness

3. Organization:

A commitment to quality, service, and exceptional performance

Quality and Safety Focus

Definition: Responsible for meeting standards of performance or outcomes in a safe manner while avoiding risks.

Align job performance with quality and safety standards (e.g., The Joint Commission, BWH and department specific standards) Adhere to established policies and procedures Take action to prevent errors Identify and report adverse events, errors, and incidents

Efficiency and Performance Improvement

Definition: Systematic approach to improve performance by eliminating waste, non-value-added activities, and variability in processes.

Participate in process and performance improvement by identifying, analyzing, and enhancing existing processes to achieve better outcomes Maximize available resources to achieve performance measures; reduce waste, rework, and work-arounds consistent with one’s role

Problem Solving

Definition: Able to gather appropriate data and diagnose the cause of the problem before acting; and if necessary, develop alternative courses of action.

Recognize actual and potential problems and take appropriate action towards a solution Help, as needed, when a potential problem situation is observed Use good judgment to keep manager informed of problems or issues, following department practice

Service Excellence

Definition: Focusing one’s efforts towards anticipating, meeting, and exceeding the expressed and unexpressed needs or expectations of internal and external customers.

Apply service standards consistently to present a positive image of BWH to colleagues, health providers, patients, families, and visitors: Engage with positive greetings and active listening Empathize by expressing understanding Educate throughout the information exchange Enlist thoughts and ideas from others

 

Additional Job Details (if applicable)

Addendum B

PHYSICAL/ENVIORNMENTAL REQUIREMENTS OF JOB

WORK ENVIORNMENT:

Activity

Amount of Time Spent

None

1 - 25%

25 - 50%

50 - 75%

Over 75%

Outdoor weather conditions

X

Extreme cold (non weather)

X

Work in high place(s)

X

Work in confined space(s)

X

Risk of electrical shock

X

Risk of radiation exposure

X

Exposure to blood borne pathogens

X

Flammable/explosive gases

X

Toxic / caustic chemicals

X

Dust or other irritants

X

Grease or oils

X

Hazardous specimens

X

Exposure to lab animals

X

Infectious / contagious disease

X

Cleaning agents/chemicals

X

Hot equipment

X

Noisy equipment

X

Humid or wet conditions (non -weather)

X

Other

LIFTING/CARRY REQUIREMENTS:

No Lifting required

X

No Carrying required

X

Number of poundsAmount of Time

1 - 25%

25 - 50%

50 - 75%

Over 75%

LiftCarryLiftCarryLiftCarryLiftCarry

Up to 10 pounds

Up to 25 pounds

Up to 50 pounds

Up to 100 pounds

Over 100 pounds

PUSH/PULL REQUIREMENTS:

No Pushing required

X

No Pulling required

X

Number of poundsAmount of Time

1 - 25%

25 - 50%

50 - 75%

Over 75%

PushPullPushPullPushPullPushPull

Up to 10 pounds

Up to 25 pounds

Up to 50 pounds

 PHYSICAL ACTIVITY REQUIREMENTS:

ActivityAmount of Time Spent

None

1 - 25%

25 - 50%

50 - 75%

Over 75%

Stand

X

Walk

X

Sit

X

Use of hands requiring fine motor skills and sense of touch

X

Move / rotate / bend wrist(s)

X

Type / use keyboard or other data entry device

X

Reach with hands & arms

X

Climb stairs

X

Climb ladder or other equipment

X

Drive / operate motor vehicle

X

Balance

X

Stoop, kneel, crouch, bend, crawl

X

Speak

X

Hear

X

Taste

X

Smell

X

Other

VISION REQUIREMENTS:

Vision Requirement

Required

Not Required

Close vision

X

Distance vision

X

Color vision

X

Peripheral vision

X

Depth perception

X

Ability to adjust focus

X

Other

SAFTEY EQUIPTMENT USED WHILE PERFORMING THIS JOB:

Safety eyeglasses

Gowns

Filter lens (welding/soldering)

Scrubs

Face shields

Boots

Ear plugs or Mufflers

Hard hat

Surgical mask / dust mask

X

Coveralls

Self contained breathing apparatus (SCBA)

Gloves

Other

*Level of noise typical in this work environment: Low to Moderate

HOSPITAL WIDE RESPONSIBILITIES:        

Works within legal, regulatory, accreditation and ethical practice standards relevant to the position and as established by BWH/Partners; follows safe practices required for the position; complies with appropriate BWH and Partners policies and procedures; fulfills any training required by BWH and/or Partners, as appropriate; brings potential matters of non-compliance to the attention of the supervisor or other appropriate hospital staff.

Works within legal, regulatory, accreditation and ethical practice standards relevant to the position and as established by BWH/Partners.Follows safe practices required for the position.Complies with appropriate BWH and MGB policies and procedures.Fulfills any training required by BWH and/or MGB, as appropriate.Brings potential matters of non-compliance or concern to the attention of the Executive Director of the DOU.

 

Remote Type

Onsite

 

Work Location

45 Francis Street

 

Scheduled Weekly Hours

40

 

Employee Type

Regular

 

Work Shift

Day (United States of America)

 

EEO Statement:

The Brigham and Women's Hospital, Inc. is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

 

Mass General Brigham Competency Framework

At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.