Director, Education Administration

GENERAL SUMMARY/ OVERVIEW STATEMENT:

The Brigham and Women's Hospital Department of Medicine (DOM) is a Harvard Medical School (HMS)-affiliated academic department comprised of 22 divisions, >1,500 faculty, $160 million in annual professional net clinical revenue, >350 residents and fellows, and more than $450 million in annual research expenditures. The DOM is the largest academic department at BWH and among the largest in the country.

The Director of Education Administration ("Director") has direct responsibility for the administrative leadership, strategic planning, operating results, and regulatory alignment of the DOM's medical education programs. The scope includes the Harvard Medical School (HMS) student education program, the Internal Medicine (IM), BWH-Boston Children's Hospital (BCH) Medicine-Pediatrics (Med-Peds) residency programs, and accredited subspeciality fellowship programs within the DOM.

Under the direction of the Senior Director for Academic Affairs, the Director provides essential counsel to the DOM's Vice Chair for Medical Education. He/she will also lead the Department's Education Administration strategic planning and program development efforts. The Director is a key education strategic partner, who regularly communicates with, prepares materials for, and provides essential counsel to HMS student education leaders, the IM and Med-Peds Residency Program Directors (PDs) and other program faculty leaders, and the DOM's Vice Chairs for Medical Education, Clinical Affairs, BWFH Clinical Services and Education, and the VA Boston Healthcare System.

Due to the senior level of this position, the Director regularly communicates with, prepares materials for, receives direction from, and provides counsel to the DOM Chair and Vice Chairs, and other senior leaders of other departments across the hospital and Mass General Brigham (MGB).

Leadership Under the general guidance of the Senior Director for Academic Affairs, determines the overall direction, goals, tactics, and objectives for education administration. Works with departmental leadership to establish and achieve goals that are aligned with the vision, strategic plans, and goals of the DOM, BWH, and MGB. Ensures healthy and collaborative relationships among the faculty and staff within the DOM, and with the hospital, and across MGB. Develops effective, clear, and precise methods of communicating with departmental leaders, faculty, and staff on a regular basis. Continuously assesses and improves the efficiency of systems and processes within each area under the Director's purview. Develops and launches new strategic initiatives, and serves as the administrative project leader for new departmental educational initiatives. Participates in design and implementation of changes to training programs. Using benchmarks and goals set for the education programs, assesses impact to the educational and clinical services of the hospital and its affiliate institutions, ensuring all goals are met. Maintains an in-depth knowledge of the changing health care environment, with an emphasis on changes in medical education.

Education Program Leadership Continuously interfaces and coordinates with the DOM Vice Chair for Medical Education, DOM Senior Director for Academic Affairs, DOM Program Directors, DOM Vice President, Executive Director of the Brigham Education Institute, and MGB GME leadership on all matters of DOM education. Ensures DOM administrative leadership supports and maintains representation on all BWH, HMS, MGB, and BEI education administration committees as assigned.

Student Education

Holds ultimate responsibility for the coordination of all DOM-related HMS courses, including the Medicine Clerkships, Core I and Core II. In overseeing the HMS student education coordinator, the Director will supervise the creation of student and preceptor schedules, student educational files, course logistics, including reimbursements for preceptors.

Residency & Fellowship Programs

• Holds ultimate responsibility for the coordination of all DOM-related residency and fellowship programs. In overseeing the residency and fellowship programs, these responsibilities include directly or via program coordinators:
• General Program Responsibilities
• Communicates with GME constituents (GME Office, department, faculty, residents/fellows, ACGME, ABMS specialty board) on a regular basis or as needed.
• Interprets ACGME requirements, BWH policies and procedures, and other MGB policies as applicable, and develops compliant program policies and procedures.
• Advises residents/fellows on policies and procedures, including the Residency/Fellowship Position Appointment (RPA/FPA) which outlines the terms of resident/fellow appointments, and consults with the GME Office as needed.
• Acts as liaison between the PD and internal and external stakeholders.
• Ensures adherence to the program's policies, including duty hours and effects of leave on board eligibility.
• In partnership with PDs and faculty, supports development of programmatic improvements.

Program Accreditation and Compliance

• Maintains understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements; develops program policies to comply with accreditation requirements.
• Maintains all essential documents required for program accreditation and ensures resident/fellow reporting compliance.
• Manages and coordinates ACGME site visits, including preparation of the site visit Program Information Form (PIF) and other documentation. Along with PD, helps prepare program, faculty, and residents/fellows for site visit; ensure required documents are available to site visitor as requested; and serve as key participant in the site visit.
• Works with the GME Office to schedule program Internal Reviews, prepare Internal Review documents, and participate in review meetings. In coordination with PD acts on citations received during the site visit, and recommendations made during the internal review in a timely manner.
• Ensures compliance with accreditation and certification (in coordination with the GME Office) with participating institutions and training sites, including Program Letters of Agreement. Ensures agreements are revised as needed.
• Oversees maintenance of program and trainee statistics as identified for the hospitals for Joint Commission (TJC) accreditation requirements.

Resident/Fellow Schedules

In consultation with the PD, ensures that trainee schedules are created in adherence with ACGME and ABIM requirements, based upon curricular needs.

Evaluations

• Ensures completion of annual program evaluations and rotation evaluations that measure resident/fellow performance, faculty performance, educational content, based on ACGME and ABIM requirements.
• Assists PD with the Annual Program Review process.

Resident/Fellow Appointments and Credentialing

• Oversees resident/fellow appointments and credentialing, ensuring compliance with program-specific credentialing and training.

Resident/Fellow Files

• Ensures maintenance of educational files for all current residents/fellows and graduates, and all historical records for the program.
• Coordinates with PD on the development and distribution of a graduate follow-up survey.

Recruitment and Orientation

• In collaboration with the PD, oversee the process for residency recruitment, onboarding, and orientation for all matched residents.

Other Program Responsibilities

• Processes and tracks vacation/leave request forms for residents/fellows, as applicable.
• Completes surveys and ensures information is up to date in various GME systems (e.g., Specialty Board, FREIDA, ACGME ADS, professional organizations, GMETrack, ERAS, NRMP).
• Oversees administration of applications and appointment requirements for visiting residents, fellows, and scholars.

Integrated Teaching Unit (ITU)

• Oversight of the ITU administration, including creation of the trainee and attending schedules, and operational logistics to ensure compliance with requirements.

Medical Grand Rounds (MGR)

Oversight of the DOM MGR lecture series, including scheduling, communications, coordination with internal and external speakers, and other logistics.

Finance

Responsible for cost center fiscal management of all areas of responsibility, including managing to a margin. Establishes and achieves financial goals and measures. Monitors and ensures the on-going financial performance of all areas of responsibility. Understands and meets all financial reporting requirements in the prescribed format, per the direction of the DOM and BWH budget offices. Responsible for maintaining solvency of all cost center funds within the control of the Director. Makes recommendations for cost savings based on a thorough understanding of the areas of responsibility.

Human Resources

Recruits, retains, develops, and provides managerial and administrative oversight of all staff within the operational areas of responsibility. Creates a working environment that supports the ongoing professional growth and development of all staff, high morale, and optimal job satisfaction. Serves as the primary resource for all administrative issues concerning human resources policy issues for staff in the operational areas of responsibility. Facilitates resolution of conflicts and issues that emerge between key educational and administrative stakeholder groups. Provides leadership in the implementation of regular staff meetings, in-service training, and continuing education activities for all areas of responsibility. Develops, implements, and monitors compliance with policies and procedures mandated by institutional and regulatory entities (e.g., The Joint Commission, Department of Public Health). Partners with Human Resources to ensure employment relationships, personnel compensation, and benefits are implemented in a manner consistent with hospital policies and procedures.

Other

Oversees the development/maintenance of multiple internal and external web platforms associated with the DOM medical education programs. Develops letters, presentations, announcements, and other written communications as appropriate; all documents must be of the highest caliber of refinement and professionalism. Leads or participates in relevant special projects and serves on departmental and hospital committees, as requested by Departmental leadership. Consistently meets all deadlines for deliverables or activities as established by the Vice Chair for Medical Education, Senior Director for Academic Affairs, and hospital policies and standards. Performs other duties as assigned and/or required.

For all positions that include direct patient care, indicate with an "X" the age(s) of all patient populations served

No Direct Patient Care

QUALIFICATIONS:

• Minimum of 8-10 years medical education experience, preferably in an academic medical center environment
• Prior leadership and supervisory experience, preferably in a matrixed environment
• Bachelors degree in related field required
• MBA, MHA, or equivalent degree strongly preferred

• Outstanding interpersonal skills and ability to handle sensitive human resources issues, especially including conflict resolution among and between administrative/educational leaders, faculty, and other staff.
• Outstanding organizational skills are necessary to manage many competing timetables and responsibilities. Ability to delegate and effectively supervise and plan for the timely and successful completion of short- and long-term objectives.
• Excellent verbal and written communication skills to communicate effectively with a large and diverse constituency, including senior hospital and departmental leaders, departmental and division faculty and support staff, representatives of other BWH offices, collaborating institution officials, representatives, and vendors.
• Requires the ability to work independently and to accept responsibility for complex and sensitive decision-making as it relates to the overall conduct of the division.
• High degree of analytic ability to manage the financial and human resources aspects of the position.
• Interpersonal relationship skills needed to manage and motivate others; work with many hospital-wide leaders, administrators, and physicians in a positive and collegial fashion.
• Ability to work independently and accurately and concisely disseminate information in both written and verbal formats.

Works in a hybrid remote and office setting. Attends meetings in and out of the hospital. Is available for early and late meetings and flexible to meet frequent deadlines. Some evening and weekend work will be required.

Responsible for supervision of DOM Education Administration team.

OTHER DUTIES AND RESPONSIBILITIES

• Works within legal, regulatory, accreditation and ethical practice standards relevant to the position and as established by BWH/MGB.
• Follows safe practices required for the position.
• Complies with appropriate BWH and MGB policies and procedures.
• Fulfills any training required by BWH and/or MGB, as appropriate.
• Brings potential matters of non-compliance to the attention of the supervisor or other appropriate hospital staff.

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%)