Program Administrator

Mass General Brigham Incorporated; Boston, Northern (MA, KY); Hybrid; USD 53,000 - 76,000; Full time

Job summary

Mass General Brigham is seeking a Program Administrator to provide comprehensive administrative support for medical education programs in the Department of Psychiatry, including the Psychiatry Residency Program, HMS student education, and PSTP. You will manage day-to-day operations, events, evaluations, and special projects in collaboration with program leadership.

Responsibilities include coordinating didactic activities, onboarding residents, supporting recruitment, maintaining records, and

Qualifications

• Bachelor’s degree required.
• Three or more years of administrative experience preferred, ideally in healthcare, higher education, or medical education.
• Excellent organizational, time management, written, and verbal communication skills.
• Strong attention to detail and ability to manage multiple deadlines and competing priorities.
• High degree of initiative, independent judgment, and problem-solving ability.
• Ability to handle confidential and sensitive information appropriately.
• Proficiency with Microsoft Outlook, Word, Excel, and other administrative systems.

Responsibilities

• Provides administrative and operational support for the Psychiatry Residency Program in collaboration with the Program Director, Program Manager, and other program leadership.
• Coordinates resident educational activities, including lectures, conferences, examinations, meetings, and other educational programming.
• Supports residency recruitment activities, including applicant communications, interview scheduling and coordination, recruitment materials, and interview-day logistics.
• Assists with onboarding and orientation of incoming residents and coordinates administrative requirements associated with trainee appointments.
• Coordinates major residency events, including orientation, graduation, recruitment activities, meetings, retreats, and other special events.
• Maintains residency information and educational records within New Innovations and other program systems.
• Coordinates resident, faculty, rotation, and program evaluation processes and monitors completion of required evaluations.
• Provides administrative guidance and support to residents regarding program requirements, deadlines, policies, and procedures.
• Supports trainee administrative requirements, including credentialing-related documentation, licensing, contracts, moonlighting, visas, external rotations, and other required processes.
• Assists with residency examinations, including organization, materials, scheduling, and related administrative support.
• Maintains program records, databases, calendars, educational materials, communications, and website content.
• Responds to inquiries from residents, faculty, applicants, and other stakeholders and serves as a liaison with appropriate departments and offices.
• Supports compliance with applicable institutional and graduate medical education requirements.
• Leads and supports special projects and process improvements in collaboration with residency program leadership.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Microsoft Office

Education

Bachelor's degree

Tools

Microsoft Outlook

Word

Excel

Job description

Site: The General Hospital Corporation Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

Job Summary

Under the oversight of the Residency Program Manager, the Program Administrator provides comprehensive administrative and programmatic support for medical education programs within the Department of Psychiatry, with primary responsibilities supporting the Psychiatry Residency Program, Harvard Medical School student education, and the Physician Scientist Training Program (PSTP). Working collaboratively with program leadership, faculty, residents, trainees, and medical students, the coordinator manages day-to-day program operations, educational activities, recruitment, scheduling, events, evaluations, and special projects. The coordinator works closely with the Program Manager to establish priorities, ensure effective program operations, support institutional and accreditation requirements, and identify opportunities for process improvement. The position requires strong organizational and communication skills, attention to detail, initiative, independent judgment, and the ability to manage multiple priorities and deadlines.

Principal Duties and Responsibilities

Psychiatry Residency Program

• Provides administrative and operational support for the Psychiatry Residency Program in collaboration with the Program Director, Program Manager, and other program leadership.
• Coordinates resident educational activities, including lecture and didactic series, conferences, examinations, meetings, and other educational programming.
• Supports residency recruitment activities, including applicant communications, interview scheduling and coordination, recruitment materials, and interview-day logistics.
• Assists with onboarding and orientation of incoming residents and coordinates administrative requirements associated with trainee appointments.
• Coordinates major residency events, including orientation, graduation, recruitment activities, meetings, retreats, and other special events.
• Maintains residency information and educational records within New Innovations and other program systems.
• Coordinates resident, faculty, rotation, and program evaluation processes and monitors completion of required evaluations.
• Provides administrative guidance and support to residents regarding program requirements, deadlines, policies, and procedures.
• Supports trainee administrative requirements, including credentialing-related documentation, licensing, contracts, moonlighting, visas, external rotations, and other required processes.
• Assists with residency examinations, including organization, materials, scheduling, and related administrative support.
• Maintains program records, databases, calendars, educational materials, communications, and website content.
• Responds to inquiries from residents, faculty, applicants, and other stakeholders and serves as a liaison with appropriate departments and offices.
• Supports compliance with applicable institutional and graduate medical education requirements.
• Leads and supports special projects and process improvements in collaboration with residency program leadership.

Harvard Medical School Student Education

• Coordinates day-to-day administrative operations for medical student psychiatry rotations and courses.
• Coordinates lectures, educational sessions, student schedules, evaluations, orientation activities, and course materials.
• Serves as a primary administrative point of contact for medical students and faculty and assists with issues that arise during student rotations.
• Coordinates faculty teaching schedules and works collaboratively with clinical services and chief residents to develop appropriate medical student schedules.
• Supports the organization and administration of medical student courses, including Capstone programming.
• Maintains course and rotation information and assists with communications, supplies, evaluations, and other administrative needs.
• Leads and supports special projects in collaboration with medical student education leadership.

Physician Scientist Training Program (PSTP)

• Supports PSTP recruitment activities, including coordination of interview days, interview schedules, applicant communications, and interview-day logistics.
• Coordinates PSTP meetings and events, including Directors Meetings, Steering Committee meetings, RCC meetings, graduation, and other program events.
• Coordinates and provides administrative support for the PSTP didactic seminar series and scientific advisory meetings.
• Maintains trainee records, including annual research goals, needs assessments, curriculum vitae, pilot project budgets, and other required program documentation.
• Coordinates administrative aspects of PSTP grant activities in collaboration with Research Management, including annual resident appointments, reimbursements, research moonlighting, and NCBI compliance.
• Manages ongoing program communications and administrative processes, including listservs, annual surveys, trainee reminders, and mentor meeting follow-up.
• Provides general administrative and project support to PSTP leadership and trainees.

Qualifications and Skills

• Bachelor’s degree required.
• Three or more years of administrative experience preferred, ideally within healthcare, higher education, or medical education.
• Excellent organizational, time management, written, and verbal communication skills.
• Strong attention to detail and ability to manage multiple deadlines and competing priorities.
• High degree of initiative, independent judgment, and problem-solving ability.
• Ability to handle confidential and sensitive information appropriately.
• Proficiency with Microsoft Outlook, Word, Excel, and other administrative and educational systems.
• Ability to work collaboratively with faculty, trainees, students, program leadership, and institutional partners.

Additional Job Details (if applicable)

At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth.

• Remote Type: Hybrid
• Work Location: 15 Parkman Street
• Scheduled Weekly Hours: 40
• Employee Type: Regular
• Work Shift: Day (United States of America)
• Pay Range $53,040.00 - $75,888.80/Annual Grade 5

EEO Statement

EEO Statement: 1200 The General Hospital Corporation is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.

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.

Culture and Values

Combat disease. Hold a hand. Help people. Impact the world. Mass General Brigham is a passionate, welcoming community where minds meet caring hearts. Come be a part of the world’s most powerful force in medicine, where every role is important in changing lives. Our history includes New England hospitals founded over 200 years ago, some of the first and most prestigious hospitals in the world. Built on the legacy of two leading academic medical centers, we’re more than a system—we’re leaders in the practice of medicine. Mass General Brigham is committed to serving the community. We are dedicated to enhancing patient care, teaching and research, and taking a leadership role as an integrated health care system. We recognize that increasing value and continuously improving quality are essential to maintaining excellence.