Fellowship Program Coordinator, MGB Emergency Medicine

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

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

Job Summary
The Fellowship Program Coordinator supports the administration and operations of the fellowships under the Department of Emergency Medicine, including but not limited to Administration, Critical Care, Global Emergency Medicine, Health Policy, Simulation, Toxicology, Ultrasound, Informatics, and Emergency Medical Services (EMS). This individual works closely with fellowship directors, fellows, and institutional stakeholders to ensure the smooth functioning of these programs, providing vital administrative support, managing compliance, coordinating recruitment, and organizing program activities.

Each fellowship varies in duration and structure, requiring adaptability; newer programs may require extra attention to support their development.

The Fellowship Program Coordinator is integral to maintaining effective communication, program integrity, and operational efficiency while collaborating with fellowship directors to deliver an exceptional training experience.

Qualifications

- High School Diploma is required.
- Associate's Degree in a related field of study is preferred.
- 1 year of administrative or program support experience is required.
- Experience with fellowship programs or academic coordination is preferred.
- Familiarity with financial reimbursement processes, including CME expenses, is preferred.
- Knowledge of GME policies and compliance requirements is preferred.
- Experience with New Innovations or similar evaluation tracking systems is preferred.
- Ability to prioritize, delegate, and manage multiple projects and responsibilities simultaneously.
- Basic financial/accounting skills.
- Strong oral and written communication skills.

Key Responsibilities:

Onboarding and Orientation:

- Facilitate the onboarding process for new fellows, including credentialing, licensing, and enrollment in academic programs (e.g., MPH at Harvard T.H. Chan School of Public Health).
- Coordinate and manage orientation schedules, ensuring new fellows are familiar with program expectations, timelines, and hospital systems such as EPIC.
- Provide fellows with access to necessary resources, including Dropbox folders and program guides.

Administrative Support:

- Schedule meetings between fellows and fellowship directors for periodic evaluations.
- Maintain and update the fellowship program's website in collaboration with IT.
- Assist the Vice Chair of Education with administrative support.
- Ensure SAEM-approved fellowships receive payment and keep SAEM directory information up to date.
- Keep minutes at monthly fellowship director meetings.
- Organize and coordinate calendars for fellowship-related activities.

Compliance, Evaluations & Record-Keeping:

- Monitor fellows' compliance with program requirements, including submission of updated CVs, activity summaries, and coursework plans.
- Manage evaluations, including Resident/APP evaluations of fellows, faculty evaluations of fellows (quarterly for ultrasound fellows), and clinical rotation evaluations in New Innovations.
- Maintain long-term records of training, certificates, evaluations, and program milestones.

Event Coordination:

- Plan and manage fellowship-related events, including fellowship recruitment events such as SAEM/ACEP fellowship fairs, applicant interview days (scheduling, materials preparation, evaluations), orientation sessions and special workshops, networking opportunities, social events at the start of the fellowship, and graduation ceremonies.
- Organize and facilitate Zoom links, interview schedules, and breakout rooms for virtual events.
- Coordinate fellowship didactics and record/upload lectures for fellows as needed.

Recruitment & Outreach:

- Manage the fellowship application process, including organizing applicant materials, scheduling interviews, and coordinating communications with candidates.
- Assist with advertising fellowships via listservs, social media, and professional websites.
- Maintain up-to-date program information on websites and SAEM directories.
- Collect and document offer letters in collaboration with the Office of Faculty Affairs (OFA).

Financial and Reimbursement Management:

- Process reimbursements for fellows, including CME, conference fees, and administrative expenses.
- Ensure timely processing of travel and educational allowances.
- Stay on top of payments for degree programs and track program-related funding.

MGB GME:

- Attend bi-weekly Program Director/Program Coordinator GME meetings.
- Stay informed on GME protocols, policies, and compliance requirements.
- Liaise with the Committee of Interns and Residents (CIR) as needed.
- Assist with the completion and submission of annual program evaluations.

ACGME:

- For fellowships receiving ACGME accreditation, additional responsibilities may include:
- Annual record-keeping and WebADS management.
- Tracking faculty scholarly activity, fellow procedures, and milestones.
- Monitoring FTE allocations for ACGME programs, including EMS, Sports Medicine, PEM, and EUFAC (ultrasound) fellowships.

Offboarding:

- Coordinate the offboarding process for fellows completing the program, ensuring the return of hospital property and submission of final documentation.
- Facilitate exit interviews to gather feedback and assess program improvements.

Additional Job Details (if applicable)

Remote Type
Hybrid

Work Location
10 Vining Street

Scheduled Weekly Hours
40

Employee Type
Regular

Work Shift
Day (United States of America)

Pay Range
$19.81 - $28.30/Hourly

Grade
3
At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

EEO Statement:
2200 The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.

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.