Program Coordinator- Vaccine Research

Beth Israel Lahey Health•Boston, MA

3d•Onsite

About The Position

The Program Coordinator coordinates and oversees administrative operations within assigned program or department areas. This fully on-site position implements administrative procedures, processes, services, and systems; supports program staff; and helps ensure supplies, equipment, information, and records are available and accurate. The role also coordinates program correspondence, calendars, projects, travel arrangements, appointments, meetings, and special events; maintains databases; and prepares and distributes regular and ad hoc reports. The coordinator tracks program expenses, invoices, and billing with appropriate cost centers and budgets, monitors the effectiveness of program administration, and works with program leadership and members to identify needs and implement improvements. The role also supports compliance with BIDMC policies and external regulatory requirements, maintains compliance records, and participates in quality improvement projects. Additional assigned duties include maintaining laboratory supply inventory and ordering office supplies using WorkDay Financials and Supply Chain Management software; receiving and reconciling orders and invoices and resolving delays, billing errors, or discrepancies; responding promptly to requests with accurate information; and assisting with annual internal audits for the laboratory GCLP program. Some audit tasks may require entering laboratory spaces. The position may train other staff in proper methods and procedures.

Requirements

High school diploma required.
Minimum of 1–3 years of related work experience required.
Advanced skills with Microsoft applications, which may include Outlook, Word, Excel, PowerPoint, or Access, and other web-based applications.
Ability to produce complex documents, perform analysis, and maintain databases.
Ability to communicate clearly and effectively in written English with internal and external customers.
Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families, and external customers.
Working knowledge of standard concepts, practices, procedures, and policies, with the ability to apply them in varied situations.
Ability to work collaboratively in small teams, offer ideas, identify issues, and respect team members.
Ability to provide professional, respectful, service-oriented customer service using active listening and problem-solving skills, and remain calm in stressful situations.
Competence to provide patient care to young adults (ages 16–30), middle-aged adults (ages 30–60), and elderly people (ages 60 and older).

Nice To Haves

Associate's degree preferred.

Responsibilities

Implement and coordinate administrative procedures, processes, services, and systems for the assigned program.
Train staff in proper methods and procedures to ensure accuracy and quality of work.
Provide administrative support to staff in assigned program areas.
Schedule appointments and prepare materials for appointments, meetings, and special events.
Coordinate program correspondence, calendars, projects, and travel arrangements as needed.
Ensure staff are informed and supplies and equipment are available.
Develop, maintain, and oversee program databases.
Compile data and prepare, summarize, and distribute regular and ad hoc reports.
Coordinate, track, and monitor program expenses, invoices, and billing with appropriate cost centers and budgets.
Monitor and evaluate the effectiveness of program administration.
Collaborate with program leadership and members to identify program needs and recommend and implement modifications.
Coordinate and oversee preparation for compliance with BIDMC policies and procedures and external regulatory agencies; maintain accurate compliance records.
Participate in quality improvement projects.
Maintain laboratory supply inventory and order office supplies using WorkDay Financials and Supply Chain Management software.
Receive and reconcile supply orders and invoices, identifying and resolving delays, billing errors, and discrepancies.
Respond to requests in a timely manner and provide clear, accurate information within the scope of knowledge and authority.
Assist with annual internal audits of procedures and personnel as part of the laboratory GCLP program; some tasks may require entering laboratory spaces.