Program Coordinator- Vaccine Research

Beth Israel Lahey Health•Boston, MA

4d•$24 - $31•Onsite

About The Position

Coordinates and oversees administrative operations within assigned program or department areas. This fully on-site position supports Vaccine Research and may maintain laboratory supply inventory, order office supplies using WorkDay Financials and Supply Chain Management software, and reconcile supply orders and invoices. It responds to requests, provides accurate information within the scope of the role, and may assist with annual internal audits of laboratory procedures and personnel as part of the laboratory GCLP program; audit work may require entry into laboratory spaces. The role implements and coordinates administrative procedures, processes, services, and systems; trains staff in proper methods and procedures; and provides administrative support. It schedules appointments, meetings, and events; coordinates correspondence, calendars, projects, and travel; and ensures staff have necessary information, supplies, and equipment. It develops and maintains program databases, compiles data, prepares reports, tracks program expenses and invoices, and monitors administrative effectiveness. The coordinator works with program leadership and members to identify needs and improve operations, supports compliance with BIDMC policies and external regulatory requirements, maintains compliance records, and participates in quality-improvement projects. The position requires clear written and oral communication in English, collaborative teamwork, working knowledge of relevant concepts and procedures, and professional customer service. The listed base hourly pay range is $23.63–$31.16. Beth Israel Lahey Health requires staff to be vaccinated against influenza as a condition of employment.

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.
Ability to demonstrate working knowledge of standard concepts, practices, procedures, and policies and 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).
Must be vaccinated against influenza as a condition of employment.

Nice To Haves

Associate's degree preferred.

Responsibilities

Implement and coordinate administrative procedures, processes, services, and systems for the assigned program.
Train other 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 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 improvements.
Coordinate and oversee preparation for compliance with BIDMC policies and procedures and external regulatory agencies.
Maintain accurate compliance records and 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, or discrepancies.
Respond to requests promptly 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.