The Harvard Combined Orthopaedic Residency Program is seeking a highly motivated Program Coordinator to support this multi-hospital program. The ideal candidate will be an intelligent, thoughtful, organized, resourceful, and detail-oriented team-player with a great sense of humor.

The position is primarily based at Massachusetts General Hospital (MGH) but will work at Brigham & Women's Hospital (BWH) as needed. The Program Coordinator will have to be comfortable navigating, utilizing resources and scheduling meetings at both campuses.

The residency is a combined program with MGH, BWH, Beth Israel Deaconess Medical Center (BIDMC), and Boston Children's Hospital (BCH). This is a five-year ACGME-accredited residency program with a total of 60 residents and 100 faculty members. The Program Coordinator reports directly to the Residency Program Manager and indirectly to the Residency Program Director. The Program Coordinator will be involved in all aspects of residency administration including general administrative support, medical student rotation onboarding, resident recruitment, event planning, database maintenance, coordination of training sessions, orientation and the alumni outreach. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment.

The Program Coordinator will continually assess and manage a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.

• Serve as the primary point of contact for all inquiries regarding the residency program. This includes responding to a variety of constituents including medical students, current residents, alumni, faculty and administrators at all HCORP-affiliated hospitals.
• Provides support and works closely with the Program Director, Associate Program Directors, and Program Manager 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 for improvement. Assists in program-level policy development.
• Interprets and applies ACGME, ABOS, and hospital policies to support compliance. Informs residents and trainees of inter and intradepartmental policy and procedure changes. Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, malpractice insurance coverage, annual contracts, and credentialing of trainees.
• Plans and participates in Education Committee, Clinical Competency Committee and Program Evaluation Committee meetings. Takes minutes during these meetings and tracks follow through on action-items.
• Provides both administrative supervision and support to residents/interns. Acts as a liaison between residents and hospital administration when necessary. Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions.
• Ensures timely and accurate completion of letters of recommendation and training verifications for current residents and alumni.
• Lead the process of creating and maintaining annual rotation schedules and vacation schedules.
• Manage the initial credentialing process for 12 new interns each spring and the re-credentialing process for approximately 48 residents each winter. Manage the credentialing of residents who come from other hospitals for orthopaedic rotations at MGH (quarterly). Collaborate with colleagues at affiliate hospitals to ensure residents are properly credentialed for rotations outside of MGH.
• Works closely with and serves as liaison between residents and the Office for International Professionals and Students to assemble and submit visa applications.
• Maintain multiple Access databases for various residency purposes (ie. resident and alumni demographics, etc)
• Actively manage the residency program's evaluation and data-collection activities in New Innovations, a web-based residency management system. This requires the ability to learn the nuances and details involved in ensuring the relational database functions correctly.
• Administer the Harvard Medical School clinical clerkship rotations for students rotating in the MGH Orthopaedic Department. This includes on-boarding students into the hospital system, scheduling monthly orientation activities, planning rotation and lecture schedules with faculty members, collecting evaluations from residents and faculty, as well as responding to students' questions about planning elective rotations.
• Actively monitor resident case log activity and produce well-designed reports for tracking resident and program-wide progress. Reports are generated every 2-3 months and shared with residents and program leadership.
• Manage all aspects of applying for and processing grants from industry sponsors to support resident education. This involves keeping abreast of evolving policies surrounding industry support, educating residents about the policies, tracking requests and approvals, and ensuring that grants are processed in-accordance with all Partners policies.
• Support residents in the planning of educational events such as the weekly CORE Curriculum, monthly Journal Club, and month-long Intern Bootcamp rotation. This includes reserving rooms, ordering food, confirming speakers, and sending event notices to participants.
• Plans, manages and attends annual events including formal Graduation Dinner, Thesis Day, Societies Dinner, Welcome Reception.
• Responsible for planning and orchestrating two residency interview days each January. This involves coordinating faculty involvement in the application screening and interview process, responding to applicant inquiries, managing logistic arrangements 2 different hospitals, managing a large amount of confidential data, and effectively communicating about the process with residents, applicants, faculty and staff from 4 hospitals. Interview days may be held in-person or virtual, depending on hospital and specialty policies in a given year.
• Coordinate administration of the annual Orthopaedic In-Training Exam in November.
• Responsible for all aspects of on-boarding new interns and residents each summer.
• Completes all national residency database tracking forms, web-based surveys and exams on a yearly basis. These include Freida/GME Track , ACGME Web ads, ACGME Milestone Reporting, Partners GME Annual Program Evaluation, NRMP agreement and ranking list submission; OITE Exam registration and proctor forms.
• Develops content for and maintains program website.
• Assist the Program Director, 4 Associate Program Directors, and Program Manager with various projects, as needed.

• Exceptional organizational skills, ability to manage multiple projects at once
• Strong attention to detail
• Exceptional interpersonal skills
• Strong analytic and critical thinking skills
• Ability to work independently and as part of a team
• Strong written and oral communication skills with the ability to communicate clearly and concisely
• Strong ability to use discretion in protecting confidential information and seeking guidance when needed
• Ability to quickly and effectively learn new software and technologies
• Ability to "think outside the box" to solve problems while working within policies and procedures of a large healthcare organization
• Proficient in Microsoft Outlook, Word, Excel, Adobe Professional, and Access are required.
• Working knowledge of PeopleSoft, WorkDay, New Innovations, Survey Monkey, Google Docs and/or Amion are a plus.

• Bachelor's degree strongly preferred.

• Requires 3-5 years of office administration experience; 2-3 years directly related experience in graduate medical education is preferred.

• May supervise summer interns (high school students) and occasional temporary assistants.
• Provides administrative supervision and guidance to 60 residents regarding administrative issues, due dates, and deadlines.

• Orders equipment and supplies for the training office. Processes purchase orders, invoices and resident expense reports.
• Manages tuition/travel grant funds
• Maintain the Loupes payback funding system for new alumni.
• May assist the Program Manager and Program Director to develop the residency program's annual operating budget.

• Typical office environment with hybrid schedule available.
• Some early morning and evening work required. Ability to work occasional nights and weekends for special events is required.
• Ability to travel to MGH and BWH