Program Coordinator (Clinical Fellowship Program, ID Section)

POSITION SUMMARY:

Under the supervision of the Program Director, the Program Coordinator is responsible for coordinating all administrative activities of the Clinical Fellowship Education Program within the Section of Infectious Diseases and follows requirements set by Boston Medical Center (BMC) and by all organizations and agencies (such as the ACGME and the governing RRC).  The employee provides training, guidance, and oversight to ensure all administrative components of the fellowship, recruitment, on and off boarding are operationally effective. This position will also involve general administrative tasks that help with the Section's operations under the supervision of the Administrative Director for the Section.

Position: Program Coordinator (Clinical Fellowship Program, ID Section)       

Department: Infectious Diseases

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Infectious Disease Clinical Fellowship Program Support:

• Under the supervision of the Program Director, monitors program guidelines and policies with the purpose of ensuring compliance with ACGME and government regulations, as well as maintaining alignment with the organization's mission.
• Works with the Program Director to evaluate program outcomes and to ensure culturally appropriate continuum of services for trainees.
• Monitors the effectiveness of the program, proposing and adjusting as needed. Monitors quality initiatives, training, and monitoring/recording fellow satisfaction.
• Responsible for establishing and maintaining effective working relationships between the Graduate Medical Education (GME) Office, training program leadership, and trainees.
• Develops, communicates, and revises schedules to maintain up-to-date trainee rotation schedule for the year, including outside rotations, and electives (including rotators from other institutions).
• Maintains a data management system ensuring timely and accurate data collection. Compiles quantitative and qualitative data daily, weekly, monthly and uses data to determine status of program activities.
• Drafts reports and updates required by ACGME.
• Serves as the administrative expert with regards to compliance policies & departmental procedures for the fellowship program.
• Monitors and maintains inventory of supplies and equipment for Fellowship. Purchases products as needed within established budget.
• Schedules meetings, coordinates audio-visual and technology requirements, orders food/beverages as needed. Sets up conferences and meetings as directed. Arranges for and confirms speakers; processes stipends for outside speakers; assists with travel arrangements; books conference rooms, sets up audio-visual equipment, and arranges for food service, when necessary.

Section of Infectious Disease Administrative Support:

• Schedules meetings, coordinates audio-visual and technology requirements, orders food/beverages, etc., as needed. Sets up conferences and meetings as directed. Arranges for and confirms speakers; processes stipends for outside speakers; assists with travel arrangements; books conference rooms, sets up audio-visual equipment, and arranges for food service, when necessary.
• Ensures the Infectious Disease Section maintains an up-to-date listing of credentialed health providers and co-facilitators, including hospitals, family stabilization teams, outpatient facilities, and community groups.
• Ensures the Infectious Disease Section maintains an up-to-date listing of credentialed health providers and co-facilitators, including hospitals, family stabilization teams, outpatient facilities, and community groups.
• Serves as the department administrative expert with regards to compliance policies & departmental procedures for the ID section.
• Monitors and maintains inventory of supplies and equipment for ID section. Purchases products as needed within established budget.
• Performs office related duties such as picking up mail, categorizing and delivering mail, storing, and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc.
• Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, to ensure that exceptional customer service and patient care may be provided.
• Utilizes hospital’s behavioral standards as the basis for decision making and to support the hospital’s mission and goals.
• Follow established hospital infection control and safety procedures.
• Perform other duties as needed.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job.  The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

JOB DESCRIPTION CHARACTERISTICS

EDUCATION:

Bachelor's Degree (or equivalent combination of formal education and experience) required.

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:

None

EXPERIENCE:

Minimum a minimum of 1-2 years related experience. Non-profit program coordination is a plus.

KNOWLEDGE AND SKILLS:

• Knowledge of social/behavioral science research methods & principles. Knowledge of program evaluation is helpful.
• Ability to be self-directed, prioritize essential tasks and balance numerous responsibilities.
• Must have excellent interpersonal skills, including and ability to work with individuals from a variety of disciplines, and on a variety of levels.  
• Excellent oral and written communication
• Proficient with standard Microsoft programs (i.e. MS Word, Excel, PowerPoint, Outlook) and web browsers.

Equal Opportunity Employer/Disabled/Veterans