Addiction Fellowship Administrative Program Coordinator

This position reports directly to the PSAS Administrative Director and is a hybrid role with a minimum of 2 days per week expected to be in person and onsite at Mass General Hospital. It requires a full understanding of MGH practices and policies, an ease in the development and implementation of on-line reporting systems, and an ability to anticipate the academic calendar of courses, recruitment of Fellows and Faculty, appointments, licensing and visa requirements. Displaying a high degree of initiative and independent judgment, the individual will oversee a wide range of programmatic, operational, and academic efforts.

Position incorporates the duties and responsibilities of a Fellowship Program Coordinator I & II and responsibilities also include (but are not limited to) the following:

Principal Duties and Responsibilities:

• Coordinate the Addiction Medicine Fellowship (AMF) and Integrated Substance Use Disorder Training Program (ISTP).

• Support development and implementation of AMF and ISTP training programs.

• Manage fellowship application process, interview days, and new hire orientation.

• Coordinate fellow schedules, rotations, and provide ongoing support.

• Organize didactic presentations and manage program finances.

• Represent the fellowship at internal and external meetings.

• Liaise with collaborating organizations for fellow rotation sites.

• Coordinate fellow evaluations and program review committee meetings.

• Complete annual ACGME, GME, and HRSA reporting requirements.

• Maintain fellowship program websites and social media.

• Coordinate grant requirements, data collection, and financial tracking.

• Provide administrative support to Fellowship Program Directors, including calendar management and expense reports.

• Assume special projects as directed.

Fellowship Selection:

• Collaborate with program directors for fellow selection, appointments, and credentialing.

• Manage NRMP participation, update MGH Fellowship web pages, and handle ERAS applications.

• Ensure compliance with MGH policies, fellow recruitment, orientation, scheduling, and credentialing.

• Assist Program Directors with fellow compliance, performance evaluations, and disciplinary actions.

New Fellows and Transitioning Fellows:

• Handle credentialing, orientation, and licensing of incoming fellows.

• Prepare and distribute schedules for fellows and faculty.

• Manage and communicate changes to schedules to necessary parties to ensure continuation of services.

• Update fellowship manual and oversee orientation and employment requirements.

• Coordinate year-end evaluations, graduation events, and maintain records of fellows.

ACGME:

• Document training of all fellows in accredited programs.

• Complete annual ACGME ADS surveys and maintain personnel files.

• Organize and document conference schedules and manage evaluations.

• Coordinate retreats, seminars, and education programs.

• Ensure compliance with duty hours and prepare reaccreditation reports.

Other Duties & Responsibilities:

• Assist with planning and managing educational conferences and symposiums.

• Coordinate resident and student clinical rotations.

• Support CME programs and prepare proposals for educational support.

• Maintain calendars, schedules, and meetings for Program Directors.

• Standardize office procedures and manage purchasing responsibilities.

• Oversee credentialing applications and manage conference room schedules.

• Collaborate on ACGME-related projects and attend relevant meetings.

Skills/Abilities/Competencies Required:

• Must be analytical and organized; able to prioritize and handle multiple tasks.

• Solid customer service skills and ability to work successfully as a team member in a large organization.

• Attention to detail and deadlines.

• Excellent interpersonal and communication skills.

• Exceptional organizational skills and flexibility to handle multiple tasks and deadline pressures.

• Exceptional computer skills (including word processing, database, electronic mail, internet, presentations, and spreadsheets).

• Ability to work and make decisions independently.

Education:

• Associate degree required; Bachelor degree preferred.

Experience:

• 2-3 years of related experience preferred.