Program Coordinator Heart & Vascular Institute Faculty Affairs

Mass General Brigham•Boston, MA

2d•$22 - $32•Hybrid

About The Position

Join the Mass General Brigham Heart & Vascular Institute as a Program Coordinator in Faculty Affairs, where you’ll play a key role supporting world-class clinicians, researchers, and trainees across a highly collaborative, system-wide service line. This role provides essential administrative and project management support for medical staff, research staff, advanced practice providers, and Harvard Medical School appointments, working closely with institutional leaders and cross-functional partners. Ideal candidates bring strong attention to detail, professionalism, and adaptability to help advance a patient-centered, multidisciplinary mission in heart and vascular care. At the Mass General Brigham Heart & Vascular Institute, our cardiology, cardiac surgery, and vascular care teams collaborate seamlessly to provide comprehensive, patient-centered heart and vascular care. Our cardiologists focus on diagnosing and managing heart conditions, our cardiac surgeons perform life-saving procedures like bypass surgery and valve repair, and our vascular specialists treat circulatory disorders affecting the arteries and veins, ensuring each patient receives a personalized, multidisciplinary approach for optimal heart and vascular health. The Program Coordinator for Massachusetts General Brigham (MGB) Heart & Vascular Institute (HVI) Faculty Affairs is responsible for overseeing and supporting the medical staff, research staff, and Harvard Medical School academic appointments of professional staff, trainees, and advanced practice providers within the Heart & Vascular Institute. Working under the general direction of the Administrative Director of Faculty Affairs, the role provides administrative oversight and project management support for Heart & Vascular Institute Faculty Affairs, including but not limited to medical staff, research staff, trainee, and advanced practice provider clinical appointments & privileging, and Harvard Medical School faculty and trainee appointments. The successful incumbent works collaboratively with leadership and staff in the MGB Heart & Vascular Insitute, MGB Academic Medical Centers Department of Medicine, MGB Academic Medical Centers Department of Surgery, MGB Community Division hospitals, MGB Central Credentialing Office, MGB Payor Enrollment Office, MGB Professional Staff Office, and the Harvard Medical School Office of Faculty Affairs. The Program Coordinator performs tasks to support the operations of a system-wide clinical service-line, including the development and maintenance of administrative systems and processes. Attention to detail, communication, decorum, and flexibility are key attributes for this position’s success.

Requirements

High School Diploma or Equivalent required
1-2 years administrative or program support experience required
Ability to prioritize, delegate, and manage multiple projects and responsibilities simultaneously.
Excellent communication and interpersonal skills.
Proficiency in Microsoft Office Suite and data management software.
Detail-oriented with a focus on accuracy in record-keeping and data entry.
Ability to work collaboratively in a team environment.

Nice To Haves

College Degree preferred

Responsibilities

Works as a member of the team within and across their assigned divisions.
Liaison to the MGB Central Credentialing Office for medical staff appointments, the MGB Payor Enrollment Office for billing provider enrollment, and, when applicable, the HMS Office of Faculty Affairs for academic appointments for physician staff, trainees, and advanced practice providers.
Liaison to the MGB Human Resources for research staff and trainee appointments and the HMS Office of Faculty Affairs for academic appointments for research staff and trainees.
Complete and submit MGB Human Resource new hire documentation for physicians, research staff, trainees, and advanced practice providers.
Maintain proficiency with MGB Central Credentialing Office, MGB Professional Staff Office, Department of Medicine, Department of Surgery systems, guidelines, and policies.
Maintain proficiency with HMS Office of Faculty Affairs systems, including HMS Peoplesoft, HMS MARS, and HMS Faculty Search Portal.
When directed, complete and submit HMS Office of Faculty Affairs new hire documentation, appointments & reappointments, leaves of absence, and termination requests.
Be a resource to leadership and staff for HMS Curriculum Vitae requirements and support, including helping staff and trainees convert Curriculum Vitae into HMS-format.
Process staff appointment terminations with the MGB Central Credentialing Office and the MGB Professional Staff Office.
Provide regular communication to leadership and staff regarding all physician, research staff, trainee, and advance practice provider MGB appointments, HMS appointments, payor enrollment, and CRICO enrollment, as applicable.
Maintain records for medical staff, research staff, trainees, and advanced practice providers, as required by institutional policy and/or regulatory guidelines, in designated departmental files, including appointment letters, curriculum vitae, employment agreements, recommendation letters, promotion letters, faculty leave requests, and termination letters.
Work under the direction of AMC Department of Medicine, AMC Department of Surgery, and MGB Community Division to ensure compliance with departmental policies, guidelines, and administrative systems and standards.
Under the direction of HVI leadership, function as the departmental liaison to the MGB Office for Global Professionals and Scholars.
Process visa applications for staff and trainees.
Performs other duties and/or projects, as requested.