Dana-Farber Cancer Institute Training Coordinator in Brookline, Massachusetts

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow's physician/researchers; we reach out to underserved members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

The Epic Training program at DFCI is responsible for the administration of the electronic medical record (EMR) training and security access for all Institute faculty and staff. Working closely with Partners eCare and Institute operations leaders, the team supports onboarding of new hires as well as successful implementation of new initiatives to clinic and non-clinic departments through development of training materials and delivery of high quality coursework.

Working closely with the Training Program Manager, the Training Coordinator is responsible for the coordination of daily program operations and initiatives for continued program advancement. The coordinator works collaboratively with Institute hiring managers, Partners eCare (PeC) training and security teams, and other key resource stakeholders to maximize the efficiency and value of the training program. Acting as subject matter expert for training and registration, and overseeing the provisioning of access, the Program Coordinator is accountable for efficient administration of all requests for access to the electronic medical record. The coordinator assists in ongoing evaluation and improvement efforts of the program. The successful candidate is a self-motivated person who enjoys working in a team environment, is detail-oriented, has an inherent desire to help others, enjoys problem-solving and possesses superb communication skills, both written and verbal.

  • Coordinate scheduling, registration and security provisioning in response to requests for Epic access

  • Process training requests to assign students appropriate training and security

  • Build out all classes within Learning Management System (HealthStream)

  • Manage all trainer assignments to ensure coverage for all classes and equitable distribution of courses across training team; shift and balance trainer assignments as needed to support evolving requests and projects

  • Maintain and serve as subject matter expert for DFCI’s curriculum inventory of EMR and systems user role types, required trainings and associated security levels

  • Oversee and maintain multiple calendars and scheduling tools to coordinate all DFCI EMR and systems training classes, trainer assignments, training locations, and team meetings

  • Analyze registration data to assess standing course schedule and make recommendations to adjust based on analysis of demand, actual course length, and other factors with an eye towards improving efficiency

  • Support Training Program projects and initiatives

  • Coordinate scheduling, logistics, reporting and communications for biannual Advancing Clinical Efficiency (ACE) programs

  • Monitor training deliverables and timelines; notify the manager when issues arise

  • Organize project-related meetings, including the creation of agendas and preparation of materials

  • Manage all aspects of project coordination for training projects including partnering with trainer on training dates, enrollment plan, room reservations, attendance tracking and follow-up

  • Coordinate Training Program communications

  • Oversee and manage training mailbox to triage questions and respond to requests in a timely manner

  • Initiate and maintain communications with internal and external customers including credentialed trainers, training collaborators, PeC, vendors and hospital departments

  • Establish and develop collaborative relationships with internal staff and serve as a resource for both internal and external customers and assist with addressing issues or concerns

  • Develops and manages relationships with multiple departments including, but not limited to: Information Services, Disease Center Operations, Ambulatory Practice Management, Center for Clinical & Professional Development

  • Manage logistics and ensure efficient operation of the Epic Training Facility

  • Coordinate preparation and assignment of training resources, materials, and rooms

  • Process requests for room reservations from external departments

  • Maintain facility equipment and supplies to support classroom training, collaborating with other departments and external vendors to troubleshoot and resolve issues

  • Qualifications

  • Bachelor's degree required (in health-related field, education, or communications preferred)

  • 1 year + experience coordinating and performing administrative and programmatic duties in health care environment desired

  • HealthStream proficiency preferred

  • Superb written and oral communication skills and track record for exceptional customer service to complex organizations and demands of peers, leadership, and external contacts

  • Critical-thinking skills required, including the ability to self-identify resources, take a proactive approach to problem solving, and exercise independent judgment

  • Superior organizational skills and must be detail-oriented

  • Ability to work both independently or within a team environment

  • Must be able to function effectively in a constantly changing environment

  • Ability to multi-task and balance multiple projects and tasks simultaneously

  • Knowledgeable of Microsoft Office, including Microsoft Outlook, Word, PowerPoint, and Excel

Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other groups as protected by law.

Job ID: 2017-7358

Grade: 19

External Company URL: www.dana-farber.org