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Program Administrator

Boston, MA 02118

Posted: 11/16/2023 Employment Type: Contract Job Category: Administrative Job Number: 580992 Country: United States Is job remote?: No

Job Description

Program Administrator
3-month contract
Location: Boston, MA 


Must Haves:
  • Bachelor's degree in business administration or related field (or equivalent relevant experience in lieu of education).
  • At least 6 months of administrative support/coordination experience
  • Microsoft Office (proficient)
  • Healthcare or Higher Education experience

Job Summary/Description:

The GME Program Support Administrator assists the primary department Senior Program Administrator, or Program Manager with administrative support in the development and evaluation of educational components for residents and fellows. Critical job responsibilities include tracking and verification of curriculum requirements, maintenance of rotation schedules, assisting with resident recruitment and orientation, and related administrative support duties. Must have the ability to prioritize, be detail-oriented, be self-managed, professional and work very effectively within a team.

The GME Program Support Administrator may support programs of any size and may be part of a team that supports a larger program.

  • Responsible for screening calls/correspondence as well as responding and/or re-directing to appropriate parties for response.
  • Maintains and updates training program website with Department and Communications stakeholders. Collaborates with program contacts to manage new website design and content.
  • Plans, organizes and coordinates departmental meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage and ensuring vendor payment. Sets up room and equipment (A/V tech, conference call if necessary, projector, etc.). Prepares agenda, produces and distributes materials, records and distributes meeting minutes/notes.
  • Coordinates logistics for lectures. Arranges for and confirms speakers well in advance; processes stipends for outside speakers; Prepares agenda/topics covered, prints and distributes materials, records attendance and monitors quality of lectures.
    Education Program Support
  • Assists with ensuring requirements of certifying agencies such as the Accreditation Council for Graduate Medical Education (ACGME) and Residency Review committee (RRC); serves as a liaison with the ACGME and Specialty Boards for all matters dealing with residents and fellows, as required.
  • Under general direction from the Senior Program Administrator, Program Manager, or Admin Director, coordinates courses and clinical assignments appropriate for 2nd year, 3rd year and 4th year students, scheduling preceptors and students to assigned dates and times.
  • Works independently with tasks such as scheduling, procedure logging, distributing/collecting evaluation forms, monitoring conference attendance, monitoring duty hours and general personnel tracking.
  • Supports administrative responsibilities related to hiring, licensing, onboarding, and advancement of trainees and communicates with trainees about related requirements, trainings and processes. Tracks completion of these tasks and appropriately follows up with those who are incomplete or non-compliant.
  • Assists in preparations for site visits, self-study, and other internal and external review processes.
  • Woks with the Residency Management Suite application (New Innovations) to assist with tasks such as scheduling, procedure logging, and evaluations.
  • Serves as liaison for residents and fellows regarding any inquiries or issues. Refers them to the appropriate party if unable to answer their questions.
  • Conform to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
  • Utilize hospital’s behavioral standards as the basis for decision-making and to facilitate the hospital and the department’s mission.
  • Follow established hospital infection control and safety procedures.
  • Perform other duties as assigned or as necessary.

  • Bachelor's degree in business administration or related field (or equivalent relevant experience in lieu of education)
  • 0-3 year of experience in administration or in business office environment.
  • Strong organizational and multitasking skills
  • Strong written and verbal communication skills.
  • Experience working both independently and in a team-oriented, collaborative environment is essential.
  • Works efficiently under the direction of manager
  • Follows BMC best practices for managing GME training programs
  • 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.
  • Requires competency working with numbers, including payroll and basic budgetary accounting/data analysis.
  • Basic knowledge of and ability to operate various computer software applications, including but not limited to Outlook, Word, Excel, and Power Point.
  • Requires excellent record-keeping skills, office organizational skills, and computer literacy necessary for entering and maintaining informational data, creating schedules, and ability to maintain detailed, accurate, and complete records of departmental activities and confidential personnel/training records.
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