Program Coordinator

Mass General Brigham•Boston, MA

1d•$21 - $30•Hybrid

About The Position

The Program Coordinator is responsible for coordinating program activities and providing administrative support, ensuring operational efficiency and alignment with organizational goals. Facilitates communication across departments, monitors program timelines, and supports project implementation to enhance program effectiveness. Contributes to reporting and data analysis to assess program impact and support strategic improvements. This role will serve as the main point of contact and administrative support for the VC of Faculty Development and Enrichment and the Director of the Promotions Committee, maintaining a high level of confidentiality. Responsibilities include managing the Annual Career Conference process, ensuring knowledge and management of HMS appointment and promotion processes, managing bi-annual HMS reappointments, coordinating promotional packets for HMS review, creating streamlined processes for communication and tracking of promotions, managing and troubleshooting the Faculty HMS appointment portal, designing and troubleshooting the bi-annual clinical and research fellow survey system, analyzing data to identify effectiveness of faculty development programs, updating and creating survey tools and databases, designing and maintaining the Neurology Faculty Development monthly newsletter and webpage, researching best practices and data related to faculty development, managing Faculty Development and Enrichment and Promotions Committee Meetings, developing brochures, invitations, or advertisements for events/lectures, and creating and maintaining external program advertising/media. General administrative duties include acting as the MGB Neurology Faculty development point of contact, facilitating the development and advancement of the faculty development structure, organizing and coordinating events and meetings, maintaining and updating websites, scheduling meetings and events, assisting with function arrangements, and managing the Vice Chair (VC) for Faculty Development and Enrichment bibliography for compliance.

Requirements

High school diploma or GED is required
Administrative or program support experience of 1-2 years is preferred.
Excellent organizational and communication skills (articulate with good writing and phone skills); must be able to interact effectively with all levels of institutional, hospital and medical school staff.
Must possess a professional demeanor and a strong commitment to confidentiality.
Strong initiative, self-motivated, and able to work with minimal supervision.
Ability to establish priorities, balance demands of multiple projects and meet deadlines.
Proficiency with computers and programs; Workday, Insight, Access, MS Office, Website design (Dreamweaver, etc.), Acrobat 6.0 Professional.

Nice To Haves

bachelor's degree preferred
Administrative or program support experience of 1-2 years is preferred.

Responsibilities

Assist in the day-to-day administrative tasks related to program management.
Maintain accurate and organized program documentation, including project plans, reports, and correspondence.
Assist in the planning and execution of events related to hospital programs, such as workshops, training sessions, and community outreach activities.
Enter and manage program-related data, ensuring accuracy and completeness.
Communicate with program participants and stakeholders, providing information, collecting feedback, and addressing inquiries.
Provides assistance with the program's financial operations.
Serve as main point of contact and administrative support for the VC of Faculty Development and Enrichment and the Director of the Promotions Committee maintaining a high level of confidentiality.
Manage the Annual Career Conference process including preparing faculty dashboards and reports.
Ensure knowledge and manage HMS appointment and promotion processes inc. collecting materials for promotion reviews and managing updates for departmental promotion portal/database.
Manage bi-annual HMS reappointments and supporting documentation
Work closely with the department’s credentialing coordinator to coordinate promotional packets and material for HMS review.
Create streamlined processes for communication and tracking of promotions
Manage and troubleshoot the Faculty HMS appointment portal used to track the status and progress on all promotions.
Design and troubleshoot bi-annual clinical and research fellow survey system which collects demographic information and feedback to assess needs, shape the vision, and implement initiatives for program enrichment.
Analyze data to identify effectiveness of faculty development programs, report on trends, and implement improvement procedures.
Update existing and create new survey tools and databases for faculty development projects.
Design and maintain Neurology Faculty Development monthly newsletter and webpage.
Research best practices and data related to faculty development and manage programs and initiatives that will enhance and facilitate career development.
Manage all Faculty Development and Enrichment and Promotions Committee Meetings.
Develop brochures, invitations, or advertisements for events/lectures.
Create and maintain external program advertising/media through websites, brochures, postcards, publications, and other such media.
Act as the MGB Neurology Faculty development point of contact for day-to-day administrative matters.
Facilitate the development and advancement of the faculty development structure, meetings, initiatives, and processes.
Organize and coordinate events and meetings.
Maintain and update websites.
Schedule and coordinate meetings, events, and/or other similar activities.
Assists with function arrangements such as ordering refreshments, providing audiovisual equipment, scheduling conference rooms, etc.
Manage Vice Chair (VC) for Faculty Development and Enrichment bibliography for compliance.
Perform other duties as assigned.