Education Program Coordinator, Primary Care Liaison
Brigham & Women's Hospital(BWH)

GENERAL SUMMARY/ OVERVIEW STATEMENT:

The Education Program Coordinator (Primary Care Liaison) will work in collaboration with program leadership for the Internal Medicine Residency Program, reporting to the Assistant Director of Education Administration and the Director of Education Administration, to administer educational experiences, rotations and lectures for internal medicine trainees, and support the general administrative function of the program. Ensure compliance with all ACGME requirements and adhere to all programmatic regulatory standards. Requires advanced administrative skills and experience in word processing, presentation preparation, a high degree of organization, and the ability to prioritize assignments. Utilizes enormous amount of judgment and discretion in dealing with confidential and sensitive matters and in screening and handling certain routine and administrative functions on behalf of the Medicine Residency Office.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Primary Care Program Liaison

• Provides support to the Department of General Medicine (DGM) Primary Care Program Director and the ambulatory team's program leadership.
• Serves as liaison between the Primary Care program residents and the Internal Medicine Residency Program's leadership.
• Schedules all ambulatory conferences during dedicated Learning Blocks throughout the academic year for both Categorical and DGM-Primary Care programs, and coordinates all conference-related logistics, including maintaining accurate conference calendar, communicating changes in schedule to residents and speakers as necessary, administering ambulatory conference feedback surveys, coordinating conference room reservations and all audiovisual needs, and preparing handouts for conferences as needed.
• Serves as primary liaison between program's ambulatory leadership group and conference speakers.
• Monitors and tracks conferences in accordance with the program's two-year ambulatory curriculum.
• Maintains database of faculty ambulatory conference teaching hours and produce annual teaching letters.
• Coordinates weekly and monthly preceptor schedule for the Phyllis Jen Center, including facilitating coverage for cancellations.
• Maintains and tracks statistics on cancelled and coverage clinic sessions for each preceptor.
• Serves as residency program and resident liaison with the Phyllis Jen Center.

General Program Coordinator Responsibilities

• Provides support and meets regularly with program leadership concerning office management issues and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the program leadership for improvement.
• Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.
• Provides administrative support to trainees. Acts as a liaison between residents and program leadership and hospital administration when necessary. Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding resident recruitment, orientation, annual program Affiliation Agreements, and external rotations.
• Collaborates and participates with leadership on department-level trainee orientation activities.
• Informs residents and trainees of inter and intradepartmental policy and procedure changes, with assistance from GME office,
• Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, CRICO extensions, annual contracts, and initial and re-credentialing of trainees.
• Manages materials for specialty-specific trainee exams and assist with proctoring exams.
• Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
• Maintains databases with resident and faculty data, including New Innovations.
• Collaborates with program leadership to effectively track and manage the evaluative processes of the trainees, program, faculty, and rotations.
• Assesses equipment acquisition and training needs and makes recommendations to the program leadership. Orders equipment and supplies for the program office.
• Assists with the planning of program events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
• Organizes meetings and prepares and distributes materials for conferences and lectures. Develops brochures, invitations, or advertisements for events/lectures.
• Creates and/or maintains external program advertising/media through websites, brochures, postcards, publications and other such media. Creates/edits annual publications regarding the program. Maintains program's website.
• Assists in the Residency Recruitment process including activities in the ERAS database (Electronic Residency Application System).
• Performs resident Match responsibilities (National Residency Matching Program and Electronic Residency Application System usage) and corresponds with newly matched residents about requirements and process for appointment to the hospitals.
• Monitors the program's inbox for training verification requests and prepare all verification and credentialing letters for Program Director's signature.
• Assists in the preparation for ACGME Self Study, Site Visits, and internal/special reviews.
• Assists in monitoring residents' duty hours and operative/case experience via regular review of data reports.
• Receives inquiries from residents and applicants and triage as necessary to others within the department or in other hospital/MGB departments.
• Assists with processing of reimbursement as needed.
• Schedules meetings to discuss yearly plans with leadership and takes and distributes meeting minutes as needed.
• Provides general support to the Medicine Residency Office.
• Work closely with the Program Manager, Assistant Director of Education Administration and Director of Education Administration on special projects or other administrative activities as requested for the Department of Medicine.

Qualifications
LEVEL OF EDUCATION REQUIRED:

• Minimum of a high school diploma or GED required. Bachelor's degree preferred.

WORK EXPERIENCE REQUIRED:

• Minimum of 2 years applicable work experience required.
• Some additional training in office systems or other post-high school education preferred.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills.
• Excellent organizational skills with the ability to work on multiple ongoing projects and meet deadlines.
• Initiative and ability to work both independently and as a member of a functional team.
• Ability to work effectively with all levels of faculty, administration, and staff in situations where one must be courteous but firm in seeking information or cooperation.
• Ability to effectively respond to time sensitive and confidential issues.
• Excellent customer service skills.
• Ability to set and maintain deadlines.

EEO Statement
Brigham & Women's Hospital is an Affirmative Action 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.

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