What are the responsibilities and job description for the Administrative Fellowship Coordinator position at Mass General Brigham?
Site: The General Hospital Corporation
Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.
per diem
Summary
Job Summary
Responsible for coordinating multiple large-scale program activities and providing administrative support, ensuring operational efficiency and alignment with organizational goals. Facilitates communication across departments, monitors program timelines, and supports project implementation to enhance program effectiveness. Contributes to reporting and data analysis to assess program impact and support strategic improvements. Provides guidance and support to other team members.
Does this position require Patient Care?
Essential Functions
Assist in the day-to-day administrative tasks related to program management.
Education
High School Diploma or Equivalent required and Associate's Degree Related Field of Study preferred
Can this role accept experience in lieu of a degree?
No
Licenses and Credentials
Experience
Administrative or program support experience 3-5 years required
Knowledge, Skills And Abilities
Additional Job Details (if applicable)
The Fellowship Coordinator is an integral part of and provides key administrative support to the Addiction Medicine Fellowship (AMF) and Integrated Substance Use Disorder Training Program (ISTP). Both programs sit within the MGH Programs in Substance Use and Addiction Services (PSAS), a hospital-wide program to improve access to evidence-based treatment for substance use disorder (SUD). The AMF is a one-year fellowship training program for physicians interested in becoming addiction specialists, and the ISTP is a one-year fellowship training program for social workers, psychologists, and nurse practitioners interested in becoming addiction specialists. The fellowships are partially funded by a grant from the Health Resources and Services Administration (HRSA) to recruit and train fellows who are under-represented in medicine and interested in working in under-served communities. The position requires a high degree of flexibility, independence, and willingness to participate in multiple activities in providing support to the program. The position requires strong communication skills and the ability to converse comfortably with clinical and administrative staff.
Principal Duties And Responsibilities
SKILLS/ABILITIES/COMPETENCIES REQUIRED
Associates degree or equivalent required; Bachelor's degree preferred
Experience
2-3 years of related experience preferred
Remote Type
Remote
Work Location
100 Blossom Street
Scheduled Weekly Hours
0
Employee Type
Per Diem
Work Shift
Day (United States of America)
EEO Statement
The General Hospital Corporation is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.
Mass General Brigham Competency Framework
At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.
Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.
per diem
Summary
Job Summary
Responsible for coordinating multiple large-scale program activities and providing administrative support, ensuring operational efficiency and alignment with organizational goals. Facilitates communication across departments, monitors program timelines, and supports project implementation to enhance program effectiveness. Contributes to reporting and data analysis to assess program impact and support strategic improvements. Provides guidance and support to other team members.
Does this position require Patient Care?
Essential Functions
Assist in the day-to-day administrative tasks related to program management.
- Maintain accurate and organized program documentation, including project plans, reports, and correspondence.
- Assist in the planning and execution of events related to hospital programs, such as workshops, training sessions, and community outreach activities.
- Enter and manage program-related data, ensuring accuracy and completeness.
- Communicate with program participants and stakeholders, providing information, collecting feedback, and addressing inquiries.
- Assists with the financial operations of the program.
Education
High School Diploma or Equivalent required and Associate's Degree Related Field of Study preferred
Can this role accept experience in lieu of a degree?
No
Licenses and Credentials
Experience
Administrative or program support experience 3-5 years required
Knowledge, Skills And Abilities
- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office Suite and data management software.
- Detail-oriented with a focus on accuracy in record-keeping and data entry.
- Ability to work collaboratively in a team environment.
Additional Job Details (if applicable)
- Standing Occasionally (3-33%)
- Walking Occasionally (3-33%)
- Sitting Constantly (67-100%)
- Lifting Occasionally (3-33%) 20lbs - 35lbs
- Carrying Occasionally (3-33%) 20lbs - 35lbs
- Pushing Rarely (Less than 2%)
- Pulling Rarely (Less than 2%)
- Climbing Rarely (Less than 2%)
- Balancing Occasionally (3-33%)
- Stooping Occasionally (3-33%)
- Kneeling Rarely (Less than 2%)
- Crouching Rarely (Less than 2%)
- Crawling Rarely (Less than 2%)
- Reaching Occasionally (3-33%)
- Gross Manipulation (Handling) Constantly (67-100%)
- Fine Manipulation (Fingering) Frequently (34-66%)
- Feeling Constantly (67-100%)
- Foot Use Rarely (Less than 2%)
- Vision - Far Constantly (67-100%)
- Vision - Near Constantly (67-100%)
- Talking Constantly (67-100%)
- Hearing Constantly (67-100%)
The Fellowship Coordinator is an integral part of and provides key administrative support to the Addiction Medicine Fellowship (AMF) and Integrated Substance Use Disorder Training Program (ISTP). Both programs sit within the MGH Programs in Substance Use and Addiction Services (PSAS), a hospital-wide program to improve access to evidence-based treatment for substance use disorder (SUD). The AMF is a one-year fellowship training program for physicians interested in becoming addiction specialists, and the ISTP is a one-year fellowship training program for social workers, psychologists, and nurse practitioners interested in becoming addiction specialists. The fellowships are partially funded by a grant from the Health Resources and Services Administration (HRSA) to recruit and train fellows who are under-represented in medicine and interested in working in under-served communities. The position requires a high degree of flexibility, independence, and willingness to participate in multiple activities in providing support to the program. The position requires strong communication skills and the ability to converse comfortably with clinical and administrative staff.
Principal Duties And Responsibilities
- Serves as the coordinator for the Addiction Medicine Fellowship and Integrated Substance Use Disorder Training Program (ISTP)
- Support the development and implementation of the ISTP, which is a new training program
- Support the program directors in managing the fellowship application process
- Schedule and coordinate all fellowship interview days
- Coordinate new hire process and orientation for fellows
- Coordinate fellow schedule/rotations and serve as primary contact to fellows for ongoing support/coordination
- Organize speakers and schedules for didactic presentations
- Manage program finances and expense reimbursement process
- Represents the fellowship at meetings related to fellowship at MGH and external
- Liaise and manage relationships with collaborating organizations for fellow rotation sites
- Coordinate fellow evaluation process and program review committee meetings
- Complete annual requirements for ACGME, the Graduate Medical Education office, and HRSA reporting
- Designs content for and maintains fellowship program websites and social media
- Grant coordination
- Understands grant requirements and ensures fellowship programs are in alignment with these requirements
- With input from the SUDs Project Manager and Fellowship Directors, designs and implements workflows and strategies for data collection and management to fulfill grant requirements
- Contributes content to grant programmatic updates
- Tracks grant related expenses and reports on finances to SUDs Project Manager and Fellowship Directors
- Provides administrative support to the Fellowship Program Director(s)
- Provides calendar management and schedules all meetings
- Completes expense reports as needed
- Provides other support as needed
- Assumes special projects as directed
SKILLS/ABILITIES/COMPETENCIES REQUIRED
- Must be analytical and organized; able to prioritize and handle multiple tasks.
- Solid customer service skills are needed as well as the ability to work successfully as a member of a team in a large organization.
- Must pay particular attention to detail and deadlines.
- Excellent interpersonal/communications skills.
- Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures.
- Exceptional computer skills (including word processing, database, electronic mail, internet, presentations, and spreadsheets) required.
- Ability to work and make decisions independently.
Associates degree or equivalent required; Bachelor's degree preferred
Experience
2-3 years of related experience preferred
Remote Type
Remote
Work Location
100 Blossom Street
Scheduled Weekly Hours
0
Employee Type
Per Diem
Work Shift
Day (United States of America)
EEO Statement
The General Hospital Corporation is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.
Mass General Brigham Competency Framework
At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.
