Program Coordinator Bwh Sleep Medicine

Program Coordinator BWH Sleep Medicine Location Boston, MA (Mission Hill area) : Program Coordinator BWH Sleep Medicine - (3268026) General Summary/ Overview Statement The Division of Sleep & Circadian Disorders is part of the Department of Medicine and affiliated with Harvard Medical School. We have one of the premier research programs in the world that is focused on sleep and circadian rhythm research. The research conducted by division faculty addresses the entire breadth of this field, from studies of basic physiology, pharmacology, and neurobiology, to clinical studies, including studies of normal physiological processes during and influenced by sleep, pathophysiology of sleep disorders, treatments for sleep disorders, the impact of sleep on health, to field studies of the effects of sleep loss in various populations and occupations, and epidemiologic studies of sleep and its disorders. Our 40 or so faculty have over 145 funded, active research grants with extensive funding from several funding agencies including the National Institutes of Health and National Aeronautics and Space Administration.
You will work independently and under general supervision from the Division Administrator and Principal Investigator coordinating the T32 Training Program in Sleep, Circadian, and Respiratory Neurobiology. Working closely with the Program Director and Administrative Director, coordinate the administration for the Divisional Fellowship program. Organize monthly Sleep Grand Rounds meetings, events and other CME activities. Update and maintain the HMS Division of Sleep Medicine and BWH Division of Sleep and Circadian Disorders websites and trainee listserv.
Principal Duties and Responsibilities Research Training Program in Sleep, Circadian and Respiratory Neurobiology (T32):
1. Prepares and submits annual progress reports in collaboration with the senior grants administrator, relevant faculty and program director. Liaise with faculty to ensure reports are completed. Together with research management and senior grants manager, track programmatic expenses, review and advance annual Federal Financial Report;
2. Prepares and advances competing renewals, together with program faculty, program director, senior grants manager and division administrator;
3. Manages program data collection effort, maintains program database and audits trainee progress to ensure compliance with the academic requirements of the program - this includes maintaining records of lecture attendance, course completion, and other requirements for the certificate program. This includes but is not limited to acquiring and maintaining data according to the standards of sponsor requirements, assisting with the development of the database by requesting new modules, testing, and providing feedback to the developer and updating and maintaining trainee and preceptor data within the database;
4. Coordinates trainee recruitment (including navigating logistics of candidate presentations), reappointment and terminations on a rolling basis, as well as outreach to underrepresented minority candidates, candidates from financially disadvantaged and underserved backgrounds; Serves as an information resource for trainees, subcommittee leads, preceptors and training program director; Develops and disseminates programmatic recruitment materials;
5. Prepares and disseminates offer/decline letters; Prepares and submits appointment materials through NIH's web-based portal, x-Train (including 2271s, payback agreements and termination
notices);
6. Working collaboratively with research management and the Program Director, prepares and advances requests for prior approval for NIH (i.e.: re-budgeting, extra slots, carry forward);
7. Works collaboratively with Research Management, both at Partners and external institutions, to prepare and execute billing agreements or non-BWH trainees;
8. Organizes advisory and subcommittee meetings -this includes working closely with subcommittee chairs to advance activities relevant to charge/goals, scheduling and facilitating all subcommittee meetings and presentations, maintaining and distributing meeting minutes, completing action items resulting from the meetings;
9. Liaise with program faculty and trainees to schedule Introductory Sleep Courses for the academic year; Liaise with trainees to schedule research in progress presentations for the academic year; Liaise with trainees to schedule summer Introductory Sleep Courses.
Clinical Sleep Fellowship (GME Program):
1. Working closely with the Program Director and Administrative Director, manages the day-to-day administrative needs of the fellowship program(s). Identifies and evaluates the means for improving workflow and cost effectiveness; makes recommendations to the Training Director for improvements.
2. Together with the Program Director, completes required national and hospital surveys, collating and reporting program or trainee data. Prepares for and assists in the readiness of the program for ACGME site visits, conducted every 5 years or less, as well as other activities associated with program accreditation. Prepares and assists in the readiness of the program for GME Internal reviews of the program, conducted at the midpoint of the accreditation cycle.
3. Provides both administrative supervision and support to fellows. Acts as a liaison between fellows and hospital administration when necessary. Acts as a liaison to other Hospitals, units and departments regarding resident recruitment, orientation, annual program affiliation agreements, contracts, etc. Oversees department-level trainee orientation and task-specific training/certification.
4. Manages and coordinates the interview process for candidates, identifying interview dates, contacting applicants and faculty members (BWH and MGH) to schedule interviews, developing and distributing orientation packets, and organizing all aspects of the interview day. Creates and maintains survey tool to obtain feedback on applicants.
5. Facilitate completion of specialty-specific national, annual trainee exams.
6. Monitor rotation and clinic schedules for the fellows. Schedules teaching conferences and serves as administrative staff for core curriculum faculty. Schedules and serves as administrative staff for monthly fellowship steering committee meetings.
7. Manages the evaluative processes of trainees, the program, the faculty and rotations. Ensures that necessary data is input into New Innovations in a timely and complete manner by faculty and fellows. Monitor fellows' duty hours via regular review of data reports. In conjunction with the Program Director, interprets and applies ACGME, ABMS and hospital policies to support compliance.
8. In conjunction with Administrative Director, may be responsible for working with outside funders (industry and foundations) and the Office of Interaction with Industry (OII) to obtain support for fellow conferences.
Sleep/Clinical Sleep Grand Rounds (SGR/CSGR (CME Program)):
1. Together with SGR/CSGR program directors, complete and submit for review the annual CME application. Together with CME office and SGR/CSGR program directors, draft and submit fundraising letters to support program;
2. Manage CME budget, together with CME office. track related expenses, partner with CME office to complete end of year reconciliation;
3. Coordinate elements of the CME program, including the following activities: Liaise with CME office, SGR/CSGR program directors and CME presenters to obtain required information to ensure CME/funder compliance, develop itinerates for visiting faculty.
General Administrative tasks:
1. Review DSCD specific comments in Provider Connections, select appropriate action based on system parameters;
2. Update and maintain the HMS Division of Sleep Medicine and BWH Division of Sleep and Circadian Disorders websites and trainee listserv with a focus on information dissemination;
3. Provides back-up supports to the administrative and operational needs of the Division of Sleep and Circadian Disorders. Responds to/triages messages in Division's administrative emails.
4. All other duties as assigned.
Minimum of a high school diploma or GED; BS or BA preferred; A minimum of three years of administrative experience, preferably in research environment; Excellent grammar, proofreading skills and the ability to pay attention to details; Proficiency with Microsoft Office, Adobe Acrobat, content management systems and database software. Skills/ Abilities/ Competencies Required Excellent interpersonal, verbal and written skills. Able to build relationships with a wide variety of people. Ability to take initiative, demonstrate resourcefulness and the ability to manage a high volume of work, tact and good judgment in handling confidential information; Knowledge of research administration a plus A high degree of comfort with computers, software and an environment in which technology and systems are ever changing. Ability to work independently, organize priorities and carry out detailed assignments in an academic research, open office setting; Ability to demonstrate professionalism and respect for all. Must be able to be HIPPA compliant at all times. Fiscal Responsibilities Will track trainee expenses, process expense reports, tuition payments and trainee reimbursements. Must be able to collaborate with Sr. Grants Administrator on matters that have a financial impact.
EEO Statement BWH 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.
Primary Location MA-Boston-BWH Longwood Medical Area Work Locations BWH Longwood Medical Area 75 Francis Street Boston 02115 Job Admin/Clerical/CustService-Other Organization Brigham & Women's Hospital(BWH) Schedule Full-time Standard Hours 40 Shift Day Job Posted Shift Description The work can take place in a busy academic/research office setting or be performed remotely. Employee Status Regular Recruiting Department BWH Department Of Medicine / Sleep Medicine Job Posting Nov 27, 2023