Program Manager

GENERAL SUMMARY/ OVERVIEW STATEMENT:

For over 100 years, Massachusetts General Hospital has had the privilege of organizing and publishing the "Case Records of the Massachusetts General Hospital," a medical case series published 40 times per year in the New England Journal of Medicine. The purpose of the Case Records of the MGH is to provide ongoing case-based education to medical students, trainees, and physicians world-wide. These cases, commonly referred to as the NEJM Clinicopathological Conferences (CPCs), are the oldest case-based teaching exercise in the country and continue to be one of the most popular sections in the NEJM.

Reporting to the Editor of Case Records, the Project Manager (PM) will provide support to the Editor and staff in tasks related to the production and publication of the Case Records. This support includes maintaining documentation and deadlines, coordinating and logging conference logistics, communicating with editors, authors, and departmental leadership, compiling manuscript for editing, and various administrative tasks related to the production of case conferences, manuscript preparation, submission, and ultimately publication in the New England Journal of Medicine.

The production of each case, from inception to manuscript publication, is an individual project that takes approximately 6-12 months to complete. At any given time, there are approximately 50 open Case Record projects, each at various stations in the production and editorial cycle.

The PM will be allowed to work remotely, under the direction of the Editor and on a day-to-day basis under the supervision of the Production Editor and the Associate Editors responsible for assisting in the production of the Case Records. The PM will also work with MGH web developers to update and maintain the Case Records website. The PM will work on special projects as needed and requested by the Editor.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Please note, the functions below are representative of major duties that are typically associated with these positions. Specific responsibilities may vary based. Similarly, not all duties that have been outlined will be assigned to each position.

Program Management:

* Is responsible for initiating and tracking the life cycle of each case, from inception to organization to manuscript publication.

* Initiates, tracks the workflow of each project using project management software such as Trello or a similar program.

* Is responsible for keeping each Case (project) moving forward based on a strict time line.

* Collects background data from the electronic medical record system.

* Organizes and tracks all e-mail communication.

* Assists Production Editor with the scheduling and coordinating of virtual and in-person hospital conferences and completes occasional transcription after conferences.

* Serves as a resource and facilitates and supports communication between authors, editors, and NEJM editorial staff.

* Assists with logistics and agenda for visiting speakers and patients.

* Compiles manuscript materials including text, images and figure legends necessary for publication and ensures all parts are complete.

* Prepares bibliographies using Zotero reference manager.

* Provides editorial support and coverage to the Production Editor for tasks including handling of weekly galley and page proofs and proofreading.

* Acts as general resource for case records information.

* Coordinates logistics for meetings and prepares communication materials.

* Facilitates meetings.

* Tracks overall metrics of the Case Records and creates and maintains a dashboard tracking each case.

SKILLS & COMPETENCIES REQUIRED:

* Excellent organizational skills (required)

* Impeccable attention to detail (required)

* Strong communications, interpersonal, and leadership abilities (required).

* Ability to provide support, direction, and development to staff.

* Ability to make decisions independently and take appropriate initiative.

* Data analyses skills (preferred).

* High level of trust, reliability, and discretion.

* Strong sense of equity in dealing with personnel at all organizational levels.

* Enjoy working in a team environment and a highly matrixed leadership structure.

* Prior experience working with...

* Flexibility and ability to switch tasks and projects as needed (required).

QUALIFICATIONS:

* Bachelor's degree required, master's degree or certification in Project Management preferred.

* Three to five years of related work experience required, preferably in a hospital or academic environment.

* Experience working remotely strongly preferred.

The Program Manager must be:

• Exceptionally well organized and detail oriented.
• Methodical in their approach to projects.
• A self-starter with strong work ethic and time management skills.
• Able to multi-task and work on multiple projects simultaneously.
• A quick learner who can pick up the knowledge of an area that is necessary to plan, organize, produce, and publish the Case Records.
• In full compliance with HIPAA and patient privacy guidelines as they relate to the Case Records.

The Program Manager must have:

* Strong project management skills; highly organized and detailed-oriented.

* The ability to have liaise with people across departments in MGH, outside academic medical centers, NEJM, and occasionally patients and families.

* Excellent communication skills, both written and oral.

* Ability to prioritize a large workload and effectively oversee multiple projects simultaneously.

* Knowledge of MS Word, Outlook, Adobe Acrobat, PowerPoint, Photoshop, Excel, and Zotero reference manager.

* Knowledge of web design, Epic or similar databases, and Confluence, Trello, or other Project Management programs strongly preferred.

WORKING CONDITIONS:

* Fast paced and dynamic team.

* Typical work hours are Monday through Friday daytime hours but may vary based upon individual program or event demands - up to and including periodic evenings and weekend days.

* Full time with option for hybrid or remote work.