Administrative Coordinator at Massachusetts General Hospital(MGH) in Boston, Massachusetts

Job Description:

GENERAL SUMMARY:


MGH Division of General Internal Medicine (DGIM) is seeking a part-time Administrative Coordinator to work under the direction of the CME leadership team and the Administrative Director, DGIM. This person will work in conjunction with Harvard Medical School Postgraduate Medical Education (HMS PGME).


The successful candidate will be proactive, possess a high degree of initiative and independent judgment. The ability to work independently as well as a member of a team is essential.


The successful candidate designs will work directly with Dr. Kwolek and Dr. Quershi to design and implement continuing medical education courses and conferences, and the production of scholarly work such as medical textbooks and enduring educational materials, from concept through completion, under the supervision of the CME leadership team. The candidate will work in conjunction with the DGIM Educational Course Manager to understand the components required to plan, develop, fulfill accreditation requirements, market, manage budgets, and maintain paper/electronic records. The Administrative Coordinator will be responsible for the processing of activity evaluations, outcome measurement tools, and support development of post-activity reports for future courses. Th coordinator will be responsible for communication, meetings, including minutes, and the organization of all materials relevant to the courses and scholarly activities. All work will be within accordance with internal policies and ACCME criteria, standards, and policies to meet the educational needs of target audiences and improve clinical performance and patient outcomes.


Harvard Medical School supports more than three hundred medical education activities annually in a wide range of clinical disciplines. Activity formats include live lectures/conferences, skills-based workshops, regularly scheduled series, internet live and internet enduring courses. Harvard Medical School is accredited by the Accreditation Council for Continuing Medical Education (ACCME) to provide continuing medical education to physicians, nurse practitioners, physician assistants, and others.


PRINCIPAL DUTIES AND RESPONSIBILITIES:

• The successful candidate will be responsible for the new HMS Course, Update in Women's Health and Menopause 2025 | Continuing Education Catalog (harvard.edu)


• The Administrative Coordinator will work closely with Dr. Kwolek, Dr. Quershi and the DGIM Educational Course Manager to utilize the standards of practice for the PCM Course to implement the required MGB, HMS, and CME protocols.


• This includes the following:




• Assist with all aspects of the CME courses with CME leadership from several medical institutions and work in conjunction with (HMS PGME).


• Assist with course workflow entirely within HMS "MyCE" portal, within the online content management system. The online platform will be your hub for the proposal, accreditation, disclosures, evaluation and certificates, your entire activity lifecycle.


• Assist with review of the logistical and promotional duties associated with CME activities, including but not limited to assist with hotel contract negotiations, securing meeting dates and locations, placing catering requests, creation and distribution of event calendars, flyers, emails, and other notifications as appropriate.


• Assist with marketing strategies under the direction of the leadership team including social media maintenance.


• Assist with the development of enduring materials to be marketed for asynchronous learning.


• Monitor and access activities of all vendors, including marketing, brochure production, audio/visual support, printing, web site development, and so forth


• Calendar coordination and date vetting


• Meeting invites- in person and virtual


• Coordinates course schedule, venue information, faculty biography, learning objectives with website designer for online HMS brochure.


• Prepare and disseminate meeting materials like agendas, PowerPoint presentations, disclosures, learning objective, faculty biography and content for Maintenance of Certification.


• Ensure all PowerPoint syllabus materials are up to date, correctly formatted and contain accurate content.


• Work with audio visual management for web content and prepare information for hybrid events.

• Vendor Invoices:
  
  
  • Monitor and assess activities of all vendors, including marketing, audio/visual support, printing, and web site development.
  
  
  • Review the invoice to ensure the details are accurate prior to processing.
  
  
  • Work with HMS PGME to process invoices.
  
  
  • Work with vendors to solve invoice problems.
  
  
  
  

• Post-CME course follow-up:


• 
  
  
  
  • Distribution of honoraria payments to faculty
  
  
  • Invoice payoffs
  
  
  • Compose excel evaluation sheet with faculty scores.
  
  
  • Prepare individual comments for each faculty speaker. Send email to speaker with comments/scores.
  
  
  • Prepare annual reports, outcomes measurement documents for annual course planning meetings which includes budgets, evaluations scores, learners' overall comments, marketing analysis.
  
  
  • Submit any reimbursement receipts to HMS or MGH related to the courses
  
  
  
  

• Administrative Support:
  
  
  • Assist Course Directors with additional tasks, such as seminar and calendar management, correspondence, arranging meetings, written communication, outreach and interaction with external organizations, and support for educational projects and grants in primary care and women's health education.
  
  
  • Support Dr Kwolek administratively, from concept through completion in the production of the textbook Sex- and Gender-based Women's Health: A practical guide for primary care. Anticipated timeline June 2024 to August 2026.
  
  
  • Serve as a resource to Faculty, coworkers and learners who have questions or needs related to events and programs.
  
  
  
  

Qualifications

QUALIFICATIONS:

• Possesses excellent judgment and an ability to maintain confidentiality.


• Demonstrates strong organizational, administrative, time management and communication skills.


• Possesses advanced skills in Microsoft Office (Word, Power Point, Excel) to design and maintain multiple documents for program management.


• 2+ years' experience performing duties and responsibilities as a CME Coordinator or similar position

SKILLS / ABILITIES / COMPETENCIES:

• Ability to work independently, as well as part of a team


• Familiarity with CME/CE accreditation requirements preferred


• Excellent organizational skills; proficiency in prioritizing/handling multiple tasks.


• Excellent interpersonal communication (verbal and written) and customer service skills.


• Strong judgment and prioritization skills.


• Strong problem-solving skills, with ability to quickly adapt to changing priorities and heavy workloads


• Self-directed, self-motivated team player


• Familiarity with social media platforms and social media management.


• Ability to manage multiple projects simultaneously, set priorities and provide updates.


• Ability to take initiative and proactively identify problems and propose solutions.


• Proven track record of exercising good judgement and understanding of when to escalate issues to administrative and/or physician leadership.


• Experience or willingness to learn Harvard's MyCE Portal and CME learning management system software required.


• Ability to work in a fast-paced, changing environment


• Strong customer service orientation

FISCAL RESPONSIBILITY:


Work with CME leadership team and DGIM Educational Course Manager to:

• Prepare annual budgets for three CME courses.


• Manage course finances including payments and reimbursements.


• Prepare Net Income Distribution reports for (HMS PGME)

WORKING CONDITIONS:

• Hybrid (1 day in office) subject to operational need. Office is located at 100 Cambridge Street, 16th Floor. The CME Coordinator may be required to attend meetings and perform job duties off site and at the MGH Main Campus.

EEO Statement

Massachusetts General Hospital 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. Apply Now