Education Program Coordinator

Coordinate Continuing Medical Education (CME) Programs:

• Participate and coordinate meetings to discuss each lecture series with each planning group, regarding presenters/topics for the upcoming academic year. Take minutes for follow-up and planning. Track topics discussed and topics given throughout the year via evaluations/emails.
• Manage 5 CME programs: complete annual lecture series renewal applications, submit new program applications (as needed), coordinate gathering all required documents for compliance with the Center for Professional Development (CPD), recruit presenters for each program, and prepare marketing announcements for all programs.
• Complete (6) check-ins yearly (send all completed documents to the CPD for review and approval). Ensure all applications and check-ins have been approved by strict deadline dates.
• Complete annual check-ins for each program and keep copies of all materials to submit to the CPD office.
• All lecture series (Weekly, Monthly, and Bi-Monthly Sessions): Communicate, invite, and schedule all speakers for each lecture series. Send out invitations to presenters, manage topics, and coordinate all required deliverables. Ensure each PGY3 resident and each fellow present-review topics to make sure there's no overlap. Coordinate logistics, presenter presentations, communication, email broadcasts, technology, room set-up for in-person sessions, video conferencing, Zoom/Teams, handouts, attendance sign-in sheets, etc.
• Zoom/Vimeo: Provide live video streaming for all lecture series using Zoom to all off-site staff who want to watch them. Record and maintain an archive for each lecture series using Vimeo.
• Electronic Evaluation/CME Credit Program: Manage and communicate the "Electronic Evaluation and CME Credits program." After each lecture series, send a link to staff who attended to complete an online evaluation to track attendance and CME credits and generate individual lecture certificates and a year-end cumulative certificate.
• Archived Program for Grand Rounds Series: Manage and provide all program content to the CPD to be uploaded into the system and hosted on their site. (This program allows anyone to view a recorded Grand Rounds presentation and receive CME/participant credit. Sessions are uploaded within two weeks after each presentation, and this process will track members' credits throughout the year and provide a yearly certificate.)
• Donor Sponsored Grand Rounds Lectures: Manage and coordinate (3) Donor Sponsored Grand Rounds each year. Manage the donor's budget and coordinate all logistics, including marketing, communication, broadcasts, presenter's air travel and hotel accommodations, videoconferencing, honorariums, food & beverage, flowers, room set up, etc.

Collaborate with Director of Medical Student Education regarding medical student clerkship rotations, including onboarding, credentialing and orientation processes.

Coordinate with Chief residents regarding any support needed for undergraduate student rotations.

Coordinate rotations for non SRH resident rotators at SRH, including credentialing, onboarding and orientation.

Oversee or assist with observation applications. Oversee or assist with onboarding student observers (IDs, usernames, processing with HR).

Provide support to the academic/residency/fellowship programs of the Department of Physical Medicine & Rehabilitation as needed related to following:

• In collaboration with Graduate Medical Education (GME) leadership, provide institutional oversight related to all GME program accreditation and other non-accredited programs; ensures PM&R residency and fellowship programs continually meets and complies with ACGME regulations, policies, and requirements.
• Maintain professional relationships within the Mass General Brigham System to achieve institutional goals.
• Facilitates and serves as point of contact for all programs. Responsibilities include but are not limited to: managing expenses, trainee application process, orientation, onboarding, offboarding, annual graduation, facilitating meetings, setting up rotation schedules, assisting with marketing and advertising, credentialing, membership renewals, overseeing site visits, lecture schedules, proctoring exams, ordering supplies, managing all inquiries related to the PM&R Residency; Brain Injury Medicine, Sports Medicine, Spinal Cord Injury, Pediatric Rehabilitation, & Limb LossFellowships; maintains and distributes appropriate program information to interested parties.
• Manages and maintains accurate, up-to-date program data on the following systems: ACGME WebADS, FREIDA, GME Track, ERAS, New Innovations, AMION, Kronos, and other systems/databases, external and internal.
• Develops and enforces systems, policies, procedures within GME programs.

Oversee PM&R Day (event planning, coordination, CME applications)

Provide administrative support to faculty, departmental leadership and to the Department of PMR:

• Assist with technology troubleshooting and questions, as well as creating documents/presentations, charts, tables, etc. Set-up meetings/AV, reserve conference rooms, food and beverage, etc. Create electronic libraries/files and other miscellaneous projects as assigned.
• Process e-checks/expenses, purchase orders/invoices, departmental supply ordering (paper, folders, toner, staples, pens, Kleenex, etc.), update departmental list serves, develop department surveys.
• Assist other departmental admins as needed and provide time off coverage.
• Maintain office suite, copy area and kitchen equipment/area, including mail sorting/distribution, copier and fax, ordering and maintaining inventory of office and kitchen supplies.
• Prepare correspondence and written communications for approval or distribution as instructed.
• Perform other duties and responsibilities on behalf of the Department as assigned / as needed.
• Coordinate or assist with special projects and department events as needed.

Education

Bachelor's Degree required

Experience
Medical Education Program Management 1-2 years strongly preferred

Knowledge, Skills and Abilities
- Strong knowledge of the healthcare industry, including an understanding of medical terminology, healthcare regulations, and the dynamics of healthcare provider organizations.
- Excellent interpersonal and relationship-building skills are essential for building and maintaining strong connections with healthcare providers.
- Strong logistical and project management skills are important for coordinating multiple aspects of events, including venue selection, scheduling, and resource management.
- Exceptional verbal and written communication skills are necessary for effectively conveying information, delivering presentations, and facilitating discussions with healthcare providers, internal stakeholders, and external partners.
- Proficiency in collecting, analyzing, and interpreting data related to program evaluation and outcomes.