Administrative Fellowship Coordinator

Education
High School Diploma or Equivalent required and Associate's Degree Related Field of Study preferred

Can this role accept experience in lieu of a degree?
No

Licenses and Credentials

Experience
Administrative or program support experience 3-5 years required

Knowledge, Skills and Abilities
- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office Suite and data management software.
- Detail-oriented with a focus on accuracy in record-keeping and data entry.
- Ability to work collaboratively in a team environment.

Physical Requirements

• Standing Occasionally (3-33%)
• Walking Occasionally (3-33%)
• Sitting Constantly (67-100%)
• Lifting Occasionally (3-33%) 20lbs - 35lbs
• Carrying Occasionally (3-33%) 20lbs - 35lbs
• Pushing Rarely (Less than 2%)
• Pulling Rarely (Less than 2%)
• Climbing Rarely (Less than 2%)
• Balancing Occasionally (3-33%)
• Stooping Occasionally (3-33%)
• Kneeling Rarely (Less than 2%)
• Crouching Rarely (Less than 2%)
• Crawling Rarely (Less than 2%)
• Reaching Occasionally (3-33%)
• Gross Manipulation (Handling) Constantly (67-100%)
• Fine Manipulation (Fingering) Frequently (34-66%)
• Feeling Constantly (67-100%)
• Foot Use Rarely (Less than 2%)
• Vision - Far Constantly (67-100%)
• Vision - Near Constantly (67-100%)
• Talking Constantly (67-100%)
• Hearing Constantly (67-100%)

GENERAL SUMMARY/ OVERVIEW STATEMENT

The Fellowship Coordinator is an integral part of and provides key administrative support to the Addiction Medicine Fellowship (AMF) and Integrated Substance Use Disorder Training Program (ISTP). Both programs sit within the MGH Programs in Substance Use and Addiction Services (PSAS), a hospital-wide program to improve access to evidence-based treatment for substance use disorder (SUD). The AMF is a one-year fellowship training program for physicians interested in becoming addiction specialists, and the ISTP is a one-year fellowship training program for social workers, psychologists, and nurse practitioners interested in becoming addiction specialists. The fellowships are partially funded by a grant from the Health Resources and Services Administration (HRSA) to recruit and train fellows who are under-represented in medicine and interested in working in under-served communities. The position requires a high degree of flexibility, independence, and willingness to participate in multiple activities in providing support to the program. The position requires strong communication skills and the ability to converse comfortably with clinical and administrative staff.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Serves as the coordinator for the Addiction Medicine Fellowship and Integrated Substance Use Disorder Training Program (ISTP)
• Support the development and implementation of the ISTP, which is a new training program
• Support the program directors in managing the fellowship application process
• Schedule and coordinate all fellowship interview days
• Coordinate new hire process and orientation for fellows
• Coordinate fellow schedule/rotations and serve as primary contact to fellows for ongoing support/coordination
• Organize speakers and schedules for didactic presentations
• Manage program finances and expense reimbursement process
• Represents the fellowship at meetings related to fellowship at MGH and external
• Liaise and manage relationships with collaborating organizations for fellow rotation sites
• Coordinate fellow evaluation process and program review committee meetings
• Complete annual requirements for ACGME, the Graduate Medical Education office, and HRSA reporting
• Designs content for and maintains fellowship program websites and social media
• Grant coordination
• Understands grant requirements and ensures fellowship programs are in alignment with these requirements
• With input from the SUDs Project Manager and Fellowship Directors, designs and implements workflows and strategies for data collection and management to fulfill grant requirements
• Contributes content to grant programmatic updates
• Tracks grant related expenses and reports on finances to SUDs Project Manager and Fellowship Directors
• Provides administrative support to the Fellowship Program Director(s)
• Provides calendar management and schedules all meetings
• Completes expense reports as needed
• Provides other support as needed
• Assumes special projects as directed

QUALIFICATIONS

SKILLS/ABILITIES/COMPETENCIES REQUIRED

• Must be analytical and organized; able to prioritize and handle multiple tasks.
• Solid customer service skills are needed as well as the ability to work successfully as a member of a team in a large organization.
• Must pay particular attention to detail and deadlines.
• Excellent interpersonal/communications skills.
• Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures.
• Exceptional computer skills (including word processing, database, electronic mail, internet, presentations, and spreadsheets) required.
• Ability to work and make decisions independently.

EDUCATION
Associates degree or equivalent required; Bachelor's degree preferred

EXPERIENCE
2-3 years of related experience preferred