Administrative Program Coordinator

Mass General Brigham•Boston, MA

2d•$20 - $28•Hybrid

About The Position

Responsible for coordinating project and program activities, managing documentation, and facilitating communication among team members to ensure the successful execution of projects/tasks. Track and ensure the schedule, and details of a program and/or project tasks are well organized. Organize reporting, plan meetings, and provide updates to Administrative Manager. Does this position require Patient Care? No

Requirements

High School Diploma or Equivalent required and Associate's Degree Related Field of Study preferred
Project support or administrative experience 3-5 years required
Knowledgeable of basic business administrative principles and project management best practices.
Exceptional verbal, written, and presentation skills.
Ability to work effectively both independently and as part of a team.
Competency in Microsoft applications including Word, Excel, and Outlook.
Ability to work on tight deadlines.
Knowledge of file management and other administrative procedures.

Responsibilities

Maintain and monitor programs, project plans, project schedules, work hours, and expenditures.
Organize, attend, and participate in stakeholder meetings.
Document and follow up on important actions and decisions from meetings.
Prepare necessary presentation materials for meetings.
Ensure project deadlines are met.
Ensure projects adhere to frameworks and all documentation is maintained appropriately for each project.
Oversee multiple projects simultaneously, exercising appropriate judgement in balancing priorities.
Assist Administrative Manager with department event planning and faculty recruitment.
Stand in for others during vacations and time away.
Other duties as assigned.
Event Planning: The DOS holds 2-3 large (300+) events and 12-15 smaller (>100) events annually
Develop project plans for events
Establish and maintain relationships with vendors and venues
Plan event details and aspects, including seating, food, and guest lists
Support events and address potential problems that may arise
Plan for potential scenarios that could impact the integrity of the event
Maintain a working knowledge of the complex needs of a wide variety of events
Manage each aspect of the event planning process, including vendor referrals, coordinating event details, and provide or arrange general support throughout the event
Provide excellent customer service, organized and consistent communication as well as streamline event preparation, while representing the Department of Surgery with a professional image
Recruitment: Faculty/Surgeons/Principal Investigators
In consultation with Administrative Manager and Division Chief, develop a plan for each divisional role to be recruited
Develop a clear position description that includes essential qualifications, experience, and DEI language requirements.
Support the administrative manager in the approval and posting of ads to relevant job boards including Diversity, Equity and Inclusion (DEI) job boards
Proactively communicate with all stakeholders: BWH senior leadership, Division Chiefs, Administrative Directors, search committee members, candidates
Data collection: For each search create a folder system by which all information is saved and accessed by search committees and DOS leadership
All applications received are saved for review and tracked for DEI and HMS purposes
Harvard Medical School Office of Faculty Affairs search documentation
Candidate Evaluations Offer Letter and employment agreements
Manage candidate interviews, first round and second round, onsite interviews
Coordinate all stakeholder’s availability, candidates, search committees and clinical partners and research collaborators
Schedule interviews and create itineraries
Plan candidate travel: flights, airport transportation, hotel accommodations, dinner reservations
Process reimbursements for candidates as necessary
Grand Rounds: Provide program management for the Surgery Grand Rounds Course Director in the implementation and planning of Grand Rounds and Visiting Professor lectures.
Serve as the primary liaison to the faculty and staff, Visiting Professors and MGB Faculty coordinating all grand round operations; this may include issues related to specific visits, presentations, key person involved in other key communique such as site visits.
With Surgery Grand Rounds Course Director and committee, help to identify Visiting Professors (VP).
Manage schedule, establish speakers travel arrangements, hotel accommodations, transportation itinerary, manage all incurred expenses, reimbursements, and honorariums.