Job Profile Summary

This role focuses on supporting the education and development of employees or students by developing education, curricula, materials, and programs to support educational growth. In addition, this role focuses on performing the following Higher Education duties: Works directly with clinical and academic staff to design and deliver academic and clinical education. An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a "hands on" environment. The majority of time is spent in the delivery of support services or activities, typically under supervision. A senior level role that requires broad knowledge of operational procedures and tools obtained through extensive work experience and may require vocational or technical education. Works under limited supervision for routine situations, provides assistance and training to lower level employees, and problems typically are not routine and require analysis to understand.

Job Overview

Reporting to the Director of Graduate Medical Education, this position supports the operations of the Graduate Medical Education Office in key project management and administrative functions. This includes the credentialing of residents and subspecialty fellows to begin graduate medical education training at Tufts Medical Center. Obtaining licensure and certification as required by Federal and State law and Accreditation Council of Graduate Medical Education (ACGME) requirements, oversight and assistance in obtaining visas and securing supporting documentation and compliance as required by Homeland Security, verifying transcripts, records and training eligibility, employee health and security clearance, processing personnel action requests and other human resources functions, and providing support if necessary for benefits administration, Additionally, this position is responsible for the oversight, monitoring, education and training of the Residency Training Coordinators to ensure that institutional policies, ACGME requirements and Federal and State laws are followed, and compliance is maintained.

Job Description

8:30 - 5PM (Monday- Friday)

Minimum Qualifications:

1. Bachelor's Degree or equivalent experience required.

• Will accept candidate with specific residency experience in lieu of BA/BS degree.

2. Ideal Experience

• Specialized knowledge of the ACGME institutional and program requirements, State licensing regulations, requirements for certification by the American Specialty Board, visas and United States Department regulations, generally acquired through two to three years of related experience.

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.

1. Primarily responsible for both initial and renewal of limited license applications for all House Officers and incoming rotators and act as a liaison to the Board of Registration in Medicine for all other licensing issues.

2. Acts as the point person for all House Officer onboarding activities. Works with IT, Employee Health, Human Resources, Risk Management and all other internal/external departments to ensure that House Officers are cleared to work by their start date.

3. Assigns all Offers of Appointment and Contracts in New Innovations.

4. Maintains regular telephone interaction and correspondence with internal departments as well as Tufts affiliates to obtain materials for "rotating" House Staff, to verify previous training and to ensure accuracy of data and endorsements related to House Staff appointments for house officers from other institutions rotating at Tufts MC.

5. Requests and verifies the rotators schedules in New Innovations and works closely with the Residency coordinators and other internal departments to complete their onboarding process.

6. Acts as GME point of contact for House Office FMLA requests. Ensures New Innovations training record and schedules are updated accordingly.

7. Coordinates all GME Meetings - Sets schedule, creates agenda, obtains catering, sends reminders, tracks attendance and takes minutes.

8. Maintains and updates both the internal and external Graduate Medical Education websites.

9. Provides Program Coordinator support to specific programs in their domain and serves as their resource in training through one-on-one tutorial and education. This includes creation of educational material as it relates to the responsibilities of the position.

10. Assists Residency Program Directors and Coordinators with site visit preparations.

11. Maintains an accurate Residency Management Suite database (New Innovations).

12. Prepares monthly Duty Hour reports. Serves as a resource for education related to duty hour rules.

13. Runs reports as needed for Licensing, Visas, Federal DEA numbers and malpractice coverage, etc.

14. Screens and processes moonlighting requests. Notifies the trainee whether their request is approved or denied and provides individual moonlighting facesheet for approved sites.

15. Maintains accurate files on all current and former house staff and processes all verification documents on former house staff in an accurate and timely manner.

16. Coordinates and participates in both Resident and Fellow orientations. This includes but is not limited to booking rooms, ordering food, preparing agendas, assigning trainee groups and sending calendar invitations to speakers and vendors.

17. Maintains collaborative, team relationships with peers and colleagues in order to effectively contribute to the working groups achievement of goals, and to help foster a positive work environment

18. Manages the daily operations and activities of the GME residency/fellowship programs and performs other similar and related duties as required or directed.

19. Assists the Director and DIO of GME in special projects as needed.

Physical Requirements:

1. This is largely a sedentary role, which involves sitting most of the time, but may involve movements such as walking, standing, reaching, ascending/descending stairs, and operating office equipment.

2. Frequently required to speak, hear, communicate, and exchange information.

3. Ability to see and read computer displays, read fine print, and/or normal type size print and distinguish letters, numbers and symbols.

4. Requires manual dexterity using fine hand manipulation to operate computer keyboard.

Skills & Abilities:

1. Strong administrative and communication skills to support communication with internal and external customers.

2. Excellent oral and written communication skills including tact and diplomacy in interactions with Residency Program Directors, Coordinators, Housestaff and other administrative and medical staff members.

3. Demonstrated creativity and problem-solving skills.

4. Ability to proactively identify issues, bring them to the appropriate attention of GME Director or Designated Institutional Official and trouble shoot effective resolution strategies.

5. Experience in using a variety of computer software systems commonly used in GME offices, including developing expertise in New Innovations, Microsoft Office suite products, including Outlook, Access, and Excel.)

6. Demonstrated organizational skills and attention to detail. Must be able to manage multiple projects simultaneously.

7. Ability to exercise professional judgment and discretion.

8. Highest respect for confidentiality and detail.

9. Pleasant and enthusiastic personality.

10. Specialized knowledge of the ACGME institutional and program requirements, State licensing regulations, requirements for certification by the American Specialty Board, visas and United States Department regulations, generally acquired through two to three years of related experience.

Tufts Medicine is a leading integrated health system bringing together the best of academic and community healthcare to deliver exceptional, connected and accessible care experiences to consumers across Massachusetts. Comprised of Tufts Medical Center, Lowell General Hospital, MelroseWakefield Hospital, Lawrence Memorial Hospital of Medford, Care at Home - an expansive home care network, and large integrated physician network. We are an equal opportunity employer and value diversity and inclusion at Tufts Medicine. Tufts Medicine does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, disability, genetic information, veteran status, national origin, gender identity and/or expression, marital status or any other characteristic protected by federal, state or local law. We will ensure that individuals with disabilities are provided 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. Please contact us to request accommodation by emailing us at .