Administrative Coordinator, Education

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POST DATE 1/18/2020
END DATE 1/30/2020

Massachusetts General Hospital(MGH) Boston, MA

Boston, MA
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Entry Level (0 - 2 years)
Bachelors Degree



Under the direction of the Administrative Manager for Education, the Education Coordinator provides administrative support to the Vice Chair of Education, the Residency Program Director, the residents and specific aspects of the educational programs in the Department.

The Education Coordinator will be primarily responsible for the organization of the education programs offered to the residents including: the Core Curriculum Lecture Series, the CA2/CA3 Lecture Series, Journal Club, Board Review, ACLS Certification, practice orals, mock orals, and OSCE. The Education Coordinator will also assist with the coordination of Grand Rounds.

As a member of the Education Team, the Education Coordinator will assist with activities related to the residency program. The Education Coordinator will serve as primary backup/vacation relief to the other administrative members of the Education Team.



Schedule meetings, as requested.

Arrange travel related to resident education at national meetings, or other institutions.

Maintain confidential resident files.

Schedule quarterly resident lunches with Program Director, secure conference space and order food.

Schedule office hours for residents to drop-in to see the Program Director, Vice-Chair for Education, Associate Program Directors (2), and Chief Residents (2). Distribute schedule via email, post schedule on EtherWiki, resident call room and resident clubhouse.

Maintain Curriculum Vitae (CV) up to date.

Process reimbursements and purchases.

Reconcile corporate credit cards

Subscribe to anesthesia organizations.

Provide library support:

oSearch for articles

oOrder booksfor the new residents and as needed.


oAs required by the ACGME, ensureeach resident has 2meetings per year: one with the Program Directorand the second with Associate Program Director or resident mentor. Prepare Meeting Summary whichincludes the ITEscore, lastmeeting date, lecture attendance, attach ACGME Case Log Minimums Report,and evaluation/duty hours compliance report.

oProcess cab and approved travel reimbursements.

oProcess educational allotment reimbursements for residents (75) quarterly.

oProcess invoices for QBanks, residency-related events andpurchases.

oOrder food, as needed:

Snacks for resident lectures

Schedule all Weekend On Call Mealsforresidents on call Sat/Sun, as well as holiday meals:MLKDay, PresidentsDay, Memorial Day, July 4th,Labor Day, Columbus Day, Christmas Eve/Day and NYEve/Day.

Place orders based on resident preferences

Interface with food ordering agent (GrubHub)

Reconcile invoice charges

Ensure adequate funds on Cafeteria debit card for weekend meal beverages

Maintain funds on resident mealcardannually.

oSchedule and organize monthly Practice Orals

oSchedule,organize and attend OSCEs April and May as well as Elective Fair in December

oPrint and post Hot off the Pressarticles in the clinician lounge

oDistributeof badge backers

oMaintain residentpicture files

oTroubleshoot resident issueswith Scrub Access

oMaintain EtherWiki Calendar: Thursday Mornings, CA1 Series, CA23 Series, Department Educational, Social,COE

Education Retreats / Events

oFor residents (Sept/CA-1s): attend to support setup/cleanup,assist with White Coat presentation (letter toresidentwith donor info, and create thank you card to donor)

oFor facultyeducation retreat(new 2019): attend to support setup/cleanup

oPlan, attend, or help:


2.Softball Game

3.Mount Auburn Retreat

4.Poster Session

oMock Orals


Didactics programs forresidents: Core Curriculum Lecture Series and CA2/3 Lectures Series

oLogistics: reserve space, order snacks andsend resident email and pager reminders.

oSchedule speakers:maintain schedule,send invitations and confirmations.

oPrepare materialsfor lectures (copy and distribute), and forward articles to residents, as requested

o Post lectures to EtherCentral and attach documents, as requested.

o Collect and track evaluations.

o Send thank you letter to speaker which includes results of the lecture evaluations.

ACLS: Arrange ACLS course 2x/year for residents whose certification is due to expire. o Track ACLS certification for each resident in residency database.

o Reserve space and confirm instructors.

Grand Rounds: o Reserve space and order breakfast.

o Invite speakers as requested by the Grand Rounds (GR) Director.

o Send confirmation letters and required documents to each speaker.

o Track return of required forms. Send CV/bio to host.

Review disclosures with Director for Grand Rounds and assist in producing a conflict resolution form, if needed.

o Distribute schedule via email, post in hallways and EtherWiki.

o Seek risk management approval as instructed by the GR Director.

o Reserve hotel.

Journal Club and Board Review: o Reserve space.

o Maintain schedule and distribute materials as needed.

Practice Orals, Mock Orals and OSCE (new 2018): o Coordinate practice orals with Board Examiners when residents are post-call. Ensure each resident has at least one practice oral per year.

o Assist Mock Oral Director with the coordination of annual mock orals exams: Set date, acquire space and order breakfast.

Match examiners with examinees.

Prepare exam packets for each mock oral exam.

Collect registrations and process reimbursements.

Send exam results to examinees.

o Assist Residency Program Director with coordination of the new practice OSCEs.

Prepare and distribute weekly lecture/didactic schedule, send via email and post.


New Innovations: o Setup automatic and manual weekly evaluation sessions for each academic year.

o Setup new users in EPIC so they match in New Innovations.

o Enter resident deployment schedules.

Access: o Enter resident deployment schedules.

o Enter resident lecture attendance and lecture evaluations.

o Enter simulation dates for each resident.

o Maintain resident ACLS certification records.


o Maintain calendar: - Thursday AM educational programs: Grand Rounds, Case Conference, etc.

- Resident didactics: CA1, and CA2/3 lecture series

- Special department educational sessions

- Social events

- Centers of Expertise (COE)

- Update alumni information annually.

AdobeDC: Maintain annual registration licensure for education team.


Alumni Evaluation (one year after graduation): o Ensure email and mailing address for each graduate is current in the database.

o Email evaluation and collate the results for program director review.

Faculty Evaluations by Residents (bi-annual report): o Prepare confidential packet for each faculty member which includes a personalized cover letter and individual faculty members evaluation summary report.

Rotation Evaluations (bi-annual report): o Enter each primary, secondary, and tertiary rotation for each attending in database.

o Reports are stored in SFA for electronic viewing.

Partners HealthCare is an Equal Opportunity 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.