Fellowship Program Coordinator, MGB Emergency Medicine

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.

Job Summary

• High School Diploma is required.
• Associate's Degree in a related field of study is preferred.
• 1 year of administrative or program support experience is required.
• Experience with fellowship programs or academic coordination is preferred.
• Familiarity with financial reimbursement processes, including CME expenses, is preferred.
• Knowledge of GME policies and compliance requirements is preferred.
• Experience with New Innovations or similar evaluation tracking systems is preferred.
• Ability to prioritize, delegate, and manage multiple projects and responsibilities simultaneously.
• Basic financial/accounting skills.
• Strong oral and written communication skills.

Key Responsibilities:

Onboarding and Orientation:

• Facilitate the onboarding process for new fellows, including credentialing, licensing, and enrollment in academic programs (e.g., MPH at Harvard T.H. Chan School of Public Health).
• Coordinate and manage orientation schedules, ensuring new fellows are familiar with program expectations, timelines, and hospital systems such as EPIC.
• Provide fellows with access to necessary resources, including Dropbox folders and program guides.

Administrative Support:

• Schedule meetings between fellows and fellowship directors for periodic evaluations.
• Maintain and update the fellowship program's website in collaboration with IT.
• Assist the Vice Chair of Education with administrative support.
• Ensure SAEM-approved fellowships receive payment and keep SAEM directory information up to date.
• Keep minutes at monthly fellowship director meetings.
• Organize and coordinate calendars for fellowship-related activities.

Compliance, Evaluations & Record-Keeping:

• Monitor fellows' compliance with program requirements, including submission of updated CVs, activity summaries, and coursework plans.
• Manage evaluations, including Resident/APP evaluations of fellows, faculty evaluations of fellows (quarterly for ultrasound fellows), and clinical rotation evaluations in New Innovations.
• Maintain long-term records of training, certificates, evaluations, and program milestones.

Event Coordination:

• Plan and manage fellowship-related events, including fellowship recruitment events such as SAEM/ACEP fellowship fairs, applicant interview days (scheduling, materials preparation, evaluations), orientation sessions and special workshops, networking opportunities, social events at the start of the fellowship, and graduation ceremonies.
• Organize and facilitate Zoom links, interview schedules, and breakout rooms for virtual events.
• Coordinate fellowship didactics and record/upload lectures for fellows as needed.

Recruitment & Outreach:

• Manage the fellowship application process, including organizing applicant materials, scheduling interviews, and coordinating communications with candidates.
• Assist with advertising fellowships via listservs, social media, and professional websites.
• Maintain up-to-date program information on websites and SAEM directories.
• Collect and document offer letters in collaboration with the Office of Faculty Affairs (OFA).

Financial and Reimbursement Management:

• Process reimbursements for fellows, including CME, conference fees, and administrative expenses.
• Ensure timely processing of travel and educational allowances.
• Stay on top of payments for degree programs and track program-related funding.

MGB GME:

• Attend bi-weekly Program Director/Program Coordinator GME meetings.
• Stay informed on GME protocols, policies, and compliance requirements.
• Liaise with the Committee of Interns and Residents (CIR) as needed.
• Assist with the completion and submission of annual program evaluations.

ACGME:

• For fellowships receiving ACGME accreditation, additional responsibilities may include:
• Annual record-keeping and WebADS management.
• Tracking faculty scholarly activity, fellow procedures, and milestones.
• Monitoring FTE allocations for ACGME programs, including EMS, Sports Medicine, PEM, and EUFAC (ultrasound) fellowships.

Offboarding:

• Coordinate the offboarding process for fellows completing the program, ensuring the return of hospital property and submission of final documentation.
• Facilitate exit interviews to gather feedback and assess program improvements.

Pay Range

Grade

Mass General Brigham Competency Framework

Why work here?

Combat disease. Hold a hand. Help people. Impact the world.

Mass General Brigham is a passionate, welcoming community where minds meet caring hearts.

Come be a part of the world’s most powerful force in medicine, where every role is important in changing lives. Are you ready?

About Us?

Our history includes New England hospitals founded over 200 years ago, some of the first and most prestigious hospitals in the world.

Built on the legacy of two leading academic medical centers, we’re more than a system—we’re leaders in the practice of medicine. Mass General Brigham is committed to serving the community.

We are dedicated to enhancing patient care, teaching and research, and taking a leadership role as an integrated health care system.

We recognize that increasing value and continuously improving quality are essential to maintaining excellence.