New

Residency & Education Administrative Coordinator

Massachusetts General Hospital
United States, Massachusetts, Boston
90 Blossom Street (Show on map)
Aug 13, 2025
Under the direction of the Director of Residency Administration and in collaboration with program staff, this position will provide support and administrative coordination of tasks involved in residency recruitment and orientation, clinical competency and curricular activities of medicine intern and resident trainees. This position will administratively support the Residency Program Director and Program Administrator. Will assist education and residency program staff in administrative tasks as they relate to courses, lectures, scheduling, event planning and materials preparation. Will interface with residents, teaching faculty, program and departmental leadership, fellowship programs, Chief Residents to ensure that residents receive an optimal Internal Medicine training experience. The Core Educator Faculty is a team of 19 physicians focused on medical education while caring for medical inpatients. The Core Educators have major roles beyond the MGH that include teaching at Harvard Medical School, leadership of regional organizations, prominent roles in national organizations including the Society of General Internal Medicine, the Society of Hospital Medicine, the Association of Chiefs and Leaders in General Internal Medicine, and the Association of Program Directors in Internal Medicine, and substantial editorial roles with national publications. Job Responsibilities: Residency & Education Administrative Coordinator Operate as a contact for housestaff and ensure all daily operational activities and administrative needs for 216 residents are addressed in a sensitive and timely manner, resolving issues when possible and triaging to residency leadership when appropriate. Manage all aspects of special events and dinners for the Internal Medicine Residency program. Coordinate daily lunches, working with several different vendors, maintaining budget and processing invoices to ensure timely payment. Assist with recruitment (November - early February). Coordinate all aspects of the Preliminary Intern recruitment process. Schedule faculty, communicate with intern candidates and create agendas for Preliminary Recruitment days. Assist with other parts of Intern Recruitment when necessary. Assist Chief Residents with Noon Conference scheduling and with Peoplesoft reimbursements. Assist with end of year accreditation process with updating AMA GME Track Census. Collaborate with residency leadership on department-wide education initiatives and retreats. Assist education and residency program staff in administrative tasks as they relate to courses, lectures, scheduling, and event planning and materials preparation. Attend Meetings as assigned. Assist with other residency program duties as necessary. Inpatient Clinician Educator Service Manage faculty meeting calendars, especially the Director and Residency Associate Program Directors. Provide general office support for all faculty, including, but not limited to, answering telephones, filing, scanning, faxing, distributing mail, and ordering supplies. Manage CEF internal academic activities (Journal Club, Case Conference, How I Teach This, Education and Development Conference, Business Meeting), including: Maintain online and print curricula. Prepare meeting agendas and minutes when appropriate. Track attendance. Manage the CME accreditation process for Journal Club, including preparing the semi-annual report; serve as liaison with the accrediting body (Harvard Medical School or Partners). Support new academic initiatives including research projects, manuscripts, workshops, and major presentations. Assist with background research, formulation of initial plans, documentation, and IRB application support when appropriate. Coordinate resident mentoring/coaching activities, including: Manage (ERAS) recommendation letters from faculty. This includes oversight of transcription, formatting, and tracking submissions. Organize and assure maintenance of files (electronic or paper) of submitted letters. Establish and maintain a system to schedule meetings with mentees as required. Assist with the preparation for physician conferences and speaking engagements. Actively participate in planning committees for each major initiative of the Service, including workshop development, twice-yearly retreats. Support any Search Committee for the Service by managing the interview process: arrange travel, coordinate schedules, and manage financial aspects of the recruitment process. Document all deliberations of the Search Committee and draft the search report as required for Harvard Medical School faculty appointment. Oversee the teaching attending moonlighting system, including scheduling, billing submissions, and payments. Serve as the primary contact for service issues; collaborate with Director and Sr. Administrative Manager to resolve issues. Support the Inpatient Clinician Educator, Resident as Teacher, and POCUS resident electives - work with Core Educator course leads to coordinate these electives. QUALIFICATIONS: Bachelor's degree preferred but will accept a candidate with related residency experience in lieu of degree. It is strongly preferred that candidate have experience in administration of medical education programs and/or experience in a graduate medical education setting. Requirements: Candidate must have excellent organizational skills, effective problem-solving and analytical skills, and have an ability to exercise sound judgment in dealing with confidential and time-sensitive matters. Excellent communications skills are essential, including verbal, written, and computer communication abilities. Strong critical thinking, initiative, and attentiveness to detail required. This individual must role model cultural competency, especially when interacting with residents from all areas of the globe. Candidate must be polished and professional and be able successfully address complex and/or challenging situations with tact and diplomacy. Must possess excellent computer skills including MS Word, Excel, PowerPoint and Outlook. Knowledge of, or ability to learn other software, notably eCommons, ERAS, NRMP, NBME, Amion and New Innovations, and other database management programs necessary. *WORKING CONDITIONS:* Hybrid position working 2-3 days in the office. Normal office conditions. During busy times may be asked to alter work schedules to work earlier/later hours. During student orientation, resident orientation, and recruitment there will be much standing and walking in order to assure timely coordination of these important events. *FISCAL RESPONSIBILITY:* May be asked to assist in coordination of inpatient teaching faculty stipend budget as well as assist with tracking of residency operational budget. The General Hospital Corporation is an Equal Opportunity 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.