Coordinates and implements all administrative aspects for daily operations of the Department of Psychiatry Fellowships, Psychology Internship, and Harvard Medical School Clerkships at Brigham and Women's/Faulkner Hospitals. Coordinates Department HMS CME Courses. Works with Training Coordinators at affiliated institutions as well as the ACGME and Harvard Medical School to coordinate the program.

• Coordinates all aspects of the Fellowships, Psychology Internship and HMS Clerkship programs within the Department of Psychiatry. This includes coordinating interview dates, collecting and preparing application files, and oversight and management of the applicant rating forms. Understands and applies institutional program guidelines to coordinate compliance requirements and update program material.
• Manages new hire HR processes with appropriate HR generalist for BWH/BWPO for all trainees including clinical rotators. Completes all new hire paperwork and facilitates the credentialing process, visas and medical license process when appropriate. Ensures all trainees are provided with IDs, pagers and appropriate computer systems access.
• Coordinates all department, BWH, BWPO, and GME onboarding activities including orientation for rotators, medical students, psychology interns, and fellows. Obtains information for new faculty and trainees regarding BWH and BWPO policies and procedures, benefits, and Harvard Programs. Onboards sponsored staff and volunteers for the department as well.
• Coordinates Continuing Medical Education (CME) activities for the Department courses, including liaison with hotel venue and AV to coordinate logistics. Review and submit documentation to HMS in a timely manner. Monitor individualized program curriculum calendar, provide program materials, and ensure the completion of required paperwork & surveys.
• Maintains record on all trainees in accordance with established requirements and ensures the ACGME required documentation can be found. Oversees data collection and ensures the accuracy of program databases.
• Provides both administrative supervision and support to students /fellows. Acts as a liaison between trainees and hospital administration when necessary. Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding fellowship recruitment, orientation, annual program Affiliation Agreements, and external rotations.
• Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, extensions, annual contracts, and initial and re-credentialing of trainees.
• Creates and or maintains medical student and fellow rotation schedules, didactic class schedules, electives and the scheduling of teaching conferences. Schedules oral exams for medical students on a monthly basis. This includes PCE student schedules at both BWH and Faulkner and advanced CL students.
• Manages the evaluative processes of the trainees, program, faculty, and rotations.
• Organizes meetings and prepares and distributes materials for conferences and didactic educational activities; maintains attendance records for conferences.
• Helps plan departmental events including conferences, faculty retreats, graduation, and other program-related events.
• Assists with updating recruitment brochures, website maintenance and social media presence.
• Coordinate and take minutes at Fellowship Committees, including the Program Evaluation Committee and Clinical Competency Committee and facilitate changes to program as needed.
• Interfaces with the Harvard Medical School, ACGME and Partners GME offices to ensure all accreditation requirements are met for the respective programs. Including the submission of bi-annual milestones, ADS Annual Update, and record scholarly activity of faculty and fellows.
• Assists Education Program Manager with maintaining and monitoring trainee education, employment files and training documentation for the Department and in accordance with hospital and GME records retention policies.
• Assist the Education Program Manager with maintaining all essential documents required for program accreditation and/or approval; aids in preparation for accreditation site visits; including preparation of all required documentation. Along with Program Manager, helps prepare program, faculty, and trainees for site visit; arrange meeting rooms; ensure required documents are available; and serve as key participant in the site visit.
• Maintain alumni list, Fellowship website with up to date faculty, fellows, application process and information on the program. Submit annual FREIDA listing with up to date information.
• Develop a thorough understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements; helps to develop program policies to comply with accreditation requirements.
• Serve as a back up to the Education Program Manager. Duties include coordination and management of the residency program.
• Other duties as assigned.

• Minimum of 3-5 years of office administration experience, preferably in a healthcare and/or education setting
• Working knowledge of Graduate Medical Education and the ACGME accreditation process preferred
• Ability to effectively respond to time sensitive and confidential issues.
• Excellent organizational skills with the ability to oversee multiple projects at the same time and the ability to function well under deadlines and heavy work volume.
• Excellent interpersonal skills and flexibility.
• Strong communication (oral and written) skills with all levels of employees.
• Ability to focus detailed concentrated effort to multiple projects and re-establish priorities as necessary.
• Initiative and ability to work both independently and as a member of a functional team
• Maturity to work effectively with all levels of faculty, administration, and staff in situations where one must be courteous but firm in seeking information or compliance with educational program needs.
• Thorough knowledge of computer systems and software including MS Office applications and database systems.