Program Manager

Job Summary

Required Qualifications

• •Strong working knowledge of ACGME-accreditation requirements
• •Specialty specific training requirements
• •Hospital policies and procedures
• •Discretion and judgment to organize priorities, complete tasks, and handle confidential information for a complex matrixed organization
• •Working knowledge of changes in accreditation and specialty board requirements
• •Departmental, hospital and medical school policies
• •Visa requirements and processes
• •Ability to critically assess needs, feasibility and requirements of adding new training sites
• •Ability to prepare and ensure execution of affiliation agreements with all hospitals and healthcare facilities
• •Ability to prepare and/or oversee the processing of the required paperwork for elective rotations locally, nationally and internationally
• •Ability to develop, implement, revise trainee and faculty evaluation systems and strategies
• •Ability to oversee continuous monitoring of evaluations and prepare reports of evaluation data
• •Ability to oversee monitoring of resident work hours and reporting of concerns to program leadership
• •Ability to monitor actions taken to correct situations that lead to local violations of ACGME-work hour requirements for residents
• •Ability to oversee maintenance of residency program website
• •Ability to lead projects related to updating website as well as internal and external communication strategies
• •Ability to oversee planning and execution of all residency events including recruitment dinners, orientation and welcome events, graduation and annual HOA reception, as well as several social and wellness events planned throughout each year
• •Ability to oversee and supervise 1-2 administrative staff including the medical education coordinator and senior staff assistant for all aspects of the annual selection and recruitment process
• •Ability to solicit and confirm team of 25+ application reviewers and/or interviewers
• •Ability to distribute over 500 applications for review
• •Ability to plan and confirm all logistics for 48 invited candidates over 3 interview days
• •Ability to create and distribute marketing and informational materials
• •Ability to collect, analyze and present data after applications reviewed and after interviews are conducted
• •Ability to facilitate Selection Committee creation of a rank list to be entered into the NRMP system
• •Ability to field and respond to questions from medical students with guidance on the application requirements and process
• •Ability to complete final training reports for the American Board of Dermatology
• •Ability to ensure all training requirements are met for graduates to qualify for certifying exam
• •Ability to provide pivotal guidance to the preparation of the annual resident rotation, continuity pairings, and vacation schedules
• •Ability to provide guidance and support to the preparation of the annual didactic curriculum
• •Ability to ensure compliance with ACGME Program Requirements
• •Ability to set the direction and oversee activities of the Dermatology Program Education Committee (PEC)
• •Ability to convene twice monthly Dermatology Leadership Meetings (Program Director, Associate Program Directors, Program Coordinator)
• •Ability to set agenda, prepare materials, and ensure follow through on action items related to overall administration and accreditation of the residency program
• •Ability to set agenda and prepare materials for quarterly HMS Dermatology Executive Committee meetings
• •Ability to record minutes and follow up on action items, as needed
• •Ability to maintain strong working relationship with Chairs at MGH, BWH, BIDMC, and BCH
• •Ability to represent the residency program through participation in national organizations including the American Board of Dermatology, Accreditation Council for Graduate Medical Education (ACGME), and Massachusetts Society for Academic Medical Administrators (MSAMA)
• •Ability to oversee Dermatology Program Office operations
• •Ability to maintain filing and communication systems to ensure effective and efficient record-keeping and information exchange
• •Ability to establish and implement program policies and procedures in collaboration with Program Director and Associate Program Directors
• •Ability to critically evaluate and update policies as needed
• •Ability to act as primary liaison for HMS Office of Faculty Affairs and Faculty Services
• •Ability to oversee the collection of data to support the annual reappointment process for faculty at the rank of Fellow and Instructor
• •Ability to oversee the collection of data to support the term reappointment process for faculty at the rank of Assistant and Associate Professor
• •Ability to serve as resource for faculty seeking promotion to the rank of Assistant Professor, Associate Professor, and Professor of Dermatology
• •Ability to oversee internal Committee of Professor review process
• •Ability to solicit letters of evaluation for candidates to be promoted
• •Ability to work with candidate in preparation of promotion package and prepared for submission to HMS
• •Ability to oversee timely completion of residency training verifications for current residents and alumni
• •Ability to maintain alumni database
• •Ability to manage financial management of Alumni Association funds
• •Ability to collect annual dues, issue invoices and receipts, pay bills, negotiate with vendors
• •Ability to issue reimbursements for special alumni initiatives
• •Ability to plan alumni events including annual reception
• •Ability to develop and facilitate communication strategies for alumni network
• •Ability to directly manage 2 administrative support personnel with responsibility for hiring, training, coaching, and evaluating
• •Ability to manage Workday of up to 34 professional staff
• •Ability to ensure compliance with all hospital policies and training requirements
• •Ability to monitor PS compliance for flu and other vaccination requirements
• •Ability to serve as primary liaison for Central Credentialing Office to ensure proper credentialing and licensing of up to 34 professional staff
• •Ability to support Program Director(s) in addressing resident performance, disciplinary and personnel concerns
• •Ability to serve as a resource for HR questions and processes
• •Ability to manage non-employees including affiliate personnel and visiting residents
• •Ability to oversee $1.4M House Officers budget
• •Ability to track expenses, prepare reports and conduct analysis of expenses
• •Ability to collaborate with 5 affiliated hospital departments on budget planning
• •Ability to research and provide guidance to prepare justifications for and impact of new initiatives
• •Ability to prepare and confirm execution of annual training program financial agreements with 6 hospitals
• •Ability to manage Workday salary information of 34 residents and 2 staff employees
• •Ability to provide allocation data and approve annual salary increases/data changes for all residents and monthly moonlighting payments for medicine-dermatology residents
• •Ability to approve trainee reimbursement requests
• •Ability to oversee resident educational allowance usage to ensure compliance with program and hospital policies