Program Manager

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With minimal oversight and direction from the Directors of the Residency Training Programs and Administrative Manager, the Program Manager is primarily responsible for coordinating the administrative aspects of the clinical residency and fellowship training programs in the Department of Oral & Maxillofacial Surgery (OMFS). The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment, and the ability to communicate effectively with faculty.

The Residency/Fellowship Program Manager will continually assess and direct a wide range of programmatic issues including recruiting and onboarding residents/fellows, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and residents/fellows regarding a range of issues, managing internal and external program relations, and long-range planning. The Manager will also work closely with the department coordinators, cross-covering and providing support to that position as required.

Coordinates and provides on-boarding support for individuals coming to the OMFS Department on J-1 visas.

• Manages and coordinates all of the administrative aspects of the Departmental clinical subspecialty residency/fellowship programs for CODA-accredited and non-CODA accredited clinical residencies/fellowships (e.g., OMFS, GPR, OFP and TMJ). CODA residencies include Oral & Maxillofacial Surgery, Orofacial Pain and General Practice Residency. Total number of residents is approximately 24.
• Coordinates administrative aspects of CODA and MGB/MGH accreditation and Internal Review documentation for residents/fellowships, including preparing for and assisting in the readiness of the programs for CODA Site Visits, conducted approximately every 5 years, as well as other activities associated with program accreditation. Interprets and applies CODA, ABOMS and hospital policies to support compliance.
• Serves as primary resource to faculty serving as clinical residents/fellowship directors regarding existing or new policies and requirements, helping to advise them on particular issues regarding their subspecialty residency/fellowship program in general or regarding individual residents/fellows.
• Coordinates the recruitment process for clinical residency/fellowship applicants as needed, including application management, interviews, and offers.
• Manages all credentialing for residents/fellows, including processing of visa applications, working with OMFS Administration, MGH Physician Services, and the Partners International Office.
• Sets up rotations for clinical residents in the Department’s training program at each of the other institutions where they rotate, including credentialing and other required paperwork, such as setting up financial arrangements, working closely with OMFS Administration. Sets up MGH credentialing for outside rotators and observers, residents, fellows, and students coming to the Department from other MGH/MGB departments or outside institutions.
• Assists with updating and maintaining the resident/fellowship program manual.
• Assists with initiatives to improve the resident/fellowship programs.
• Tracks, reports, and ensures compliance with procedures regarding licensing, CODA/GME Duty Hour reporting, CRICO extensions, annual contracts, and initial and re-credentialing of residents/fellows.
• Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials and other types of office/program systems.
• Evaluates and standardizes office procedures and…