Program Manager, Center for Diversity & Inclusion
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POST DATE 8/18/2016
END DATE 10/13/2016
Massachusetts General Hospital(MGH)
JOB DESCRIPTIONAs a central resource for diversity and inclusion at Mass General, the goals of the CENTER FOR DIVERSITY AND INCLUSION (CDI) are to work with all departments to promote and advance the careers of physicians and scientists underrepresented in medicine (students, residents, fellows and faculty) and to help develop culturally competent physicians at MGH. We are seeking an enthusiastic team player who is committed to our mission. The PROGRAM MANAGER must be adaptable and enjoy the fast-paced environment in order to manage CDI's programs and initiatives for national and Harvard Medical School students, residents, fellows and faculty. The PROGRAM MANAGER will report to the Executive Director and work closely with a team of administrators and faculty, as well as with the diverse community that CDI serves.
SPECIFIC DUTIES AND RESPONSIBILITIES
Responsible for the general management and coordination of twenty (20) CDI programs and initiatives. In particular, by:
1. Overseeing the management and coordination of the SUMMER RESEARCH TRAINEE PROGRAM, which brings in 20 talented medical and college students each year to MGH for an eight week research experience with MGH physician/investigators.
a. Responsible for program advertising. Works with diversity and student affairs offices of 160 medical schools and colleges, including Harvard Medical School, to recruit students to program through listserv advertisements
b. Coordinates all student online applications (1000 ) through REDCAP, including letters of recommendations for review of selection committee Manager serves on committee, as well.
c. Manages all logistics, HR requirements, and housing for incoming students
d. Develops schedule and agenda for students during program.
e. Is direct point of contact for students and research preceptors during program and participates in weekly didactic sessions beginning after 5:00 pm.
f. Conducts surveys, evaluation, data analysis regarding program efforts and outcomes.
g. Responsible for budget and finances of program
h. Develops alumni network, including alumni newsletter (for the future)
2. Managing and coordinating RESIDENCY RECRUITMENT INITIATIVE
a. Works with MGH residency Program Coordinators/Managers, CDI staff and the Resident and Fellow Committee to assist with recruitment of diverse talented students to all 20 MGH affiliated training programs.
b. Helps manage communication with over 200 residency applicants to 20 MGH residency training program.
c. Manages 10 residency applicant receptions and supports resident/fellow attendance at national recruitment fairs.
d. In coordination with the Graduate Medical Education Office, responsible for the smooth, efficient and accurate collection of resident applicant data from ERAS (Electronic Residency Application Service) and non-ERAS programs, as well as the production of required data, metrics, reports, presentations, and statistics.
3. Being the direct liaison for OTHER STUDENT PROGRAMS, including the Visiting Clerkship Program, and the HMS Principal Clinical Experience program. Collaborates and communicates with the respective offices at Harvard Medical School to ensure a smooth transition of URM students to these programs. Coordinates the collection of appropriate data and metrics for outcomes of these programs.
4. Working directly with the Resident and Fellow Committee to help implement their yearly agenda.
GENERAL DUTIES AND RESPONSIBILITIES
In addition to the above, responsible for the general management and operations ofCDI related efforts as follows:
1. Assists with the PLANNING AND IMPLEMENTATION OF ALL CDI PROGRAMS AND INITIATIVES, as part of an interdisciplinary team of administrators, physicians, residents, and fellows. Helps plan and coordinate monthly faculty meetings, yearly CDI staff retreat and bi-monthly Advisory Board meetings, co-chaired by President of MGH.
2. INTERNAL COMMUNICATIONS/CUSTOMER SERVICE: Program Manager is the first line of contact for CDI constituents, including students, the Resident and Fellow Committee, and faculty, as well as collaborators, eg, residency programs, the Center for Faculty Development, and the Center for Community Health Improvement. The Manager is responsible for providing the highest level of customer service, and for troubleshooting issues that may arise by using appropriate judgment and discretion. Maintains open lines of communication with Executive Director, staff, collaborators and constituents and works to consistently improve inter- and intradepartmental interactions.
3. PUBLIC RELATIONS AND MARKETING with the CDI physician/student community, as well as internal and external departments and constituents. Assists in developing and maintaining CDI marketing materials, including website and newsletters. Responsible for ensuring that CDI materials are distributed to appropriate venues, especially as it relates to recruitment (see above).
4. SEMINAR/EVENT PLANNING AND LOGISTICS. Program Manager is responsible for ensuring that all CDI and Resident and Fellow Committee events and workshops are planned in a smooth, efficient and timely manner, and responsible for coordinating efforts with relevant hospital collaborators, eg, Center for Faculty Development.
5. EVALUATION, METRICS AND OUTCOME DATA: In coordination with CDI staff, the Presidents Office and the Mongan Institute for Health Policy, among other collaborators, designs appropriate metrics and conducts data collection, surveys, analysis and reporting for all CDI programs. Supports the Executive Directors needs in updating of data and presentations.
6. FINANCIAL ADMINISTRATION - Assists Executive Director with preparation of budgets. The Manager is accountable for the accurate management of expenditures and yearly budget creation, reconciliation, and reforecasting CDI program related account/cost center. In this capacity, the Manager is aware of present and future programmatic needs and expenditures within CDI, and recommends capital and general funding requests.
7. Performs other necessary tasks and projects relevant to CDI, at the request and supervision of the Executive Director.
Bachelor's Degree required
Advanced Degree preferred
Work experience of 3-5 years in the following areas is preferred:
* Experience in a healthcare and/or academic environment with students, residents and faculty from diverse backgrounds
* Public relations, marketing and customer service
* Project management
* Data collection and analysis
* Financial reporting and grant writing
* Web design and editing
* Excellent communication, oral and written skills
* Enthusiastic and focused on creating community by engaging residents, fellows, and faculty
* Excellent team player
* Proficient in prioritizing and multitasking, comfortable with switching focus between all projects
* Creative and resourceful
* Self-directed learner who can work independently
* Data and very detail oriented
COMPUTER SKILLS preferred
* Microsoft Office (Word, Outlook, Excel, Access & Power Point)
* REDCap (Research Electronic Data Capture)
* Database software (eg, Inforouter)
* Web software (TeamSite)
* Online survey and marketing software ie, Constant Contact and Survey Monkey
* Electronic Residency