Fellowship Program Coordinator, MGB Emergency Medicine

Site: Brigham and Women's Physicians Organization, Inc. At Mass General Brigham, we know it takes a surprising range of talented professionals to advance our mission—from doctors, nurses, business people and tech experts, to dedicated researchers and systems analysts. As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community. We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve. At Mass General Brigham, we believe a diverse set of backgrounds and lived experiences makes us stronger by challenging our assumptions with new perspectives that can drive revolutionary discoveries in medical innovations in research and patient care. Therefore, we invite and welcome applicants from traditionally underrepresented groups in healthcare — people of color, people with disabilities, LGBTQ community, and/or gender expansive, first and second-generation immigrants, veterans, and people from different socioeconomic backgrounds – to apply. Job Summary The Fellowship Program Coordinator supports the administration and operations of the fellowships under the Department of Emergency Medicine, including but not limited to Administration, Critical Care, Global Emergency Medicine, Health Policy, Simulation, Toxicology, Ultrasound, Informatics, and Emergency Medical Services (EMS). This individual works closely with fellowship directors, fellows, and institutional stakeholders to ensure the smooth functioning of these programs, providing vital administrative support, managing compliance, coordinating recruitment, and organizing program activities. Each fellowship varies in duration and structure, requiring adaptability; newer programs may require extra attention to support their development. The Fellowship Program Coordinator is integral to maintaining effective communication, program integrity, and operational efficiency while collaborating with fellowship directors to deliver an exceptional training experience. Qualifications 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. Additional Job Details (if applicable) Remote Type Hybrid Work Location 10 Vining Street Scheduled Weekly Hours 40 Employee Type Regular Work Shift Day (United States of America) EEO Statement: Brigham and Women's Physicians Organization, Inc. is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Mass General Brigham Competency Framework At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline. 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? 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.