Program Support Administrator - Boston Medical Center

POSITION SUMMARY:

The Program Support Administrator assists the Internal Medicine Residency Program leadership with administrative support in the development and evaluation of educational components for residents and fellows. Critical job responsibilities maintenance of the Vice Chair of Education and Program Directors schedules, assisting with resident related events 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 Program Support Administrator will be part of a team that supports a large education program.

Position: Program Support Administrator

Department: Medicine Residency

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Maintains basic knowledge of ACGME common and specialty-specific program requirements and entry level competency in the administrative management of training program(s). Works with support and guidance from their supervisor, Program Director, GME office, and other Program Administrators.
• Actively participates in Program Administrator monthly meetings, and other trainings/events through the GME office.
• Plans, coordinates and provides administrative support for the operations of the Internal Medicine Residency office including:

Administrative& Office Support

• 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

• Under general direction from the Admin Director, manages the calendar and related meetings for the VC of Education and Program Director.
• Works independently with tasks such as scheduling, distributing/collecting meeting minutes and action items, monitoring conference attendance, monitoring duty hours and general personnel tracking.
• Supports administrative responsibilities related to communication with faculty and 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.

Other duties

• 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.

JOB REQUIREMENTS

EDUCATION:

• Bachelor's degree in business administration or related field (or equivalent relevant experience in lieu of education).

EXPERIENCE:

• 0-3 year of experience in administration or in business office environment.

KNOWLEDGE AND SKILLS:

• 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.

Req id: 30571