Residency & Fellowship Program Administrator

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

The Residency & Fellowship Program Administrator will work with the Gerontology Department at Beth Israel Deaconess Medical Center.

This role will be based our of Brookline, MA.

Once trained, this role offers the opportunity for a hybrid work structure.

Job Description:

Administers the medical residency and clinical fellowship programs for the department. Oversees credentialing and training compliance. Acts as a resource for program staff and program affiliates at other institutions.

Essential Responsibilities:

• Oversees the administration of all aspects of multiple Residency/Fellowship programs. Identifies strategies, objectives, and timetables for the implementation, monitoring and evaluation of the programs. Assists in fiscal planning, oversees program expenditures, processes billing and monitors the budget according to accounting and department policies. (essential)

• Provides cross coverage for administration of all of the department's Residency, Fellowship and Medical Student programs. Acts as a resource to staff who support the department's programs. Delegates and oversees additional responsibilities. (essential)

• Oversees requirements for program compliance. Ensures that residents and fellows obtain mandatory state license and provides copies to affiliated/integrated institutions. Coordinates quality and patient safety training modules for compliance and OPPE (Ongoing Professional Practice Evaluation). (essential)

• Coordinates all aspects of the recruitment process. Places and tracks advertisements to meet compliance requirements. Facilitates application/interview selection process; prepares itineraries. Processes required documentation including licenses, visas and credentialing. Coordinates onboarding. (essential)

• Implements and maintains ACGME and other national regulatory agency requirements for graduate medical education programs. Submits required information in a timely fashion to maintain program accreditation. (essential)

Additional Responsibilities:

• Updates key stakeholders as necessary to reflect challenges and changing needs of the programs.

• Develops and presents proposals and costing of residency/fellowship program developments for Director and leadership approval.

• Manages advisory board/council or committee activities. Sets agendas, facilitates meetings and ensures goals and activities are realized.

• Maintains records on all trainees in accordance with established requirements. Oversees the application process to secure new fellowships programs.

• Develops and maintains call schedules for full-time residents and Chief resident service.

• Oversees data collection and ensures the accuracy of program databases.

• Maintains and applies knowledge of hospital policies including, HR, Quality Assurance, Medical Records, and Legal departments as they relate to medical education programs.

Required Qualifications:

• High School Diploma required; Associate's degree preferred.
• 3-5 years related work experience required; Experience in credentialing, medical education or program development and implementation preferred.
• Advanced skills with Microsoft applications, which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications; May produce complex documents, perform analysis and maintain databases.

Competencies:

• Decision Making: Ability to make decisions that are guided by general instructions and practices requiring some interpretation. May make recommendations for solving problems of moderate complexity and importance.
• Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.
• Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.
• Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
• Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
• Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
• Team Work: Ability to act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows. Results may impact the operations of one or more departments.
• Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Social/Environmental Requirements:

Work requires close attention to task for work to be accurately completed. Intermittent breaks during the workday do not compromise the work.

Work is varied every day and the employee needs to be adaptable to respond to these changes and use independent judgment and manage priorities.

No substantial exposure to adverse environmental conditions

Health Care Status:  NHCW: No patient contact. - Health Care Worker Status may vary by department.

Sensory Requirements:

Close work (paperwork, visual examination), Monitor Use, Visual clarity <3 feet, Conversation, Telephone.

Physical Requirements:

Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally. This job requires frequent sitting, Fine Manipulation using both hands, Keyboard use. There may be occasional walking.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled