Addiction Fellowship Administrative Program Coordinator

At Mass General Brigham, we know it takes a surprising range of talented professionals to advance our mission-from doctors, nurses, business people and tech experts, to dedicated researchers and systems analysts. As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community. We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve.

At Mass General Brigham, we believe a diverse set of backgrounds and lived experiences makes us stronger by challenging our assumptions with new perspectives that can drive revolutionary discoveries in medical innovations in research and patient care. Therefore, we invite and welcome applicants from traditionally underrepresented groups in healthcare – people of color, people with disabilities, LGBTQ community, and/or gender expansive, first and second-generation immigrants, veterans, and people from different socioeconomic backgrounds – to apply.

Job Summary

Responsible for coordinating multiple large-scale program activities and providing administrative support, ensuring operational efficiency and alignment with organizational goals. Facilitates communication across departments, monitors program timelines, and supports project implementation to enhance program effectiveness. Contributes to reporting and data analysis to assess program impact and support strategic improvements. Provides guidance and support to other team members.

Essential Functions
Assist in the day-to-day administrative tasks related to program management.
-Maintain accurate and organized program documentation, including project plans, reports, and correspondence.
-Assist in the planning and execution of events related to hospital programs, such as workshops, training sessions, and community outreach activities.
-Enter and manage program-related data, ensuring accuracy and completeness.
-Communicate with program participants and stakeholders, providing information, collecting feedback, and addressing inquiries.
-Assists with the financial operations of the program.

Qualifications

Education

Associate degree required, Bachelor degree preferred

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%)

Additional Job Details (if applicable)

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 Massachusetts General Hospital (MGH) Program 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 large ly funded by a grant from the Health Resources and Services Administration (HRSA). 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.

This position reports directly to the PSAS Administrative Director and is a hybrid role with a minimum of 2 days per week expected to be in person and onsite at Mass General Hospital. It requires a full understanding of MGH practices and policies, an ease in the development and implementation of on – line reporting systems, and an ability to anticipate the academic calendar of courses, recruitment of Fellows and Faculty, appointments, licensing and visa requirements. Displaying a high degree of initiative and independent judgment, the individual will oversee a wide range of programmatic, operational, and academic efforts.

Position incorporates the duties and responsibilities of a Fellowship Program Coordinator I & II and responsibilities also include (but are not limited to) the following:

Principal Duties and Responsibilities:

• Coordinate the Addiction Medicine Fellowship (AMF) and Integrated Substance Use Disorder Training Program (ISTP).

• Support development and implementation of AMF and ISTP training programs.

• Manage fellowship application process, interview days, and new hire orientation.

• Coordinate fellow schedules, rotations, and provide ongoing support.

• Organize didactic presentations and manage program finances.

• Represent the fellowship at internal and external meetings.

• Liaise with collaborating organizations for fellow rotation sites.

• Coordinate fellow evaluations and program review committee meetings.

• Complete annual ACGME, GME, and HRSA reporting requirements.

• Maintain fellowship program websites and social media.

• Coordinate grant requirements, data collection, and financial tracking.

• Provide administrative support to Fellowship Program Directors, including calendar management and expense reports.

• Assume special projects as directed.

Fellowship Selection:

• Collaborate with program directors for fellow selection , appointments, and credentialing.

• Manage NRMP participation, update MGH Fellowship web pages, and handle ERAS applications.

• Ensure compliance with MGH policies, fellow recruitment, orientation, scheduling, and credentialing.

• Assist Program Directors with fellow compliance, performance evaluations, and disciplinary actions.

New Fellows and Transitioning Fellows:

• Handle credentialing, orientation, and licensing of incoming fellows.

• Prepare and distribute schedules for fellows and faculty.

• Manage and communicate changes to schedules to necessary parties to ensure continuation of services.

• Update fellowship manual and oversee orientation and employment requirements.

• Coordinate year-end evaluations, graduation events, and maintain records of fellows.

ACGME:

• Document training of all fellows in accredited programs.

• Complete annual ACGME ADS surveys and maintain personnel files.

• Organize and document conference schedules and manage evaluations.

• Coordinate retreats, seminars, and education programs.

• Ensure compliance with duty hours and prepare reaccreditation reports.

Other Duties & Responsibilities:

• Assist with planning and managing educational conferences and symposiums.

• Coordinate resident and student clinical rotations.

• Support CME programs and prepare proposals for educational support.

• Maintain calendars, schedules, and meetings for Program Directors.

• Standardize office procedures and manage purchasing responsibilities.

• Oversee credentialing applications and manage conference room schedules.

• Collaborate on ACGME-related projects and attend relevant meetings.

Skills/Abilities/Competencies Required:

• Must be analytical and organized; able to prioritize and handle multiple tasks.

• Solid customer service skills and ability to work successfully as a team member in a large organization.

• Attention to detail and deadlines.

• Excellent interpersonal and communication skills.

• Exceptional organizational skills and flexibility to handle multiple tasks and deadline pressures.

• Exceptional computer skills (including word processing, database, electronic mail, internet, presentations, and spreadsheets).

• Ability to work and make decisions independently.

Education:

• Associate degree required ; Bachelor degree preferred.

Experience:

• 2-3 years of related experience preferred.

Remote Type

Hybrid

Work Location

100 Blossom Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

EEO Statement:

The General Hospital Corporation 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.

Mass General Brigham Competency Framework

At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.

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