Project Coordinator

Mass General Brigham•Boston, MA

2d•$20 - $28•Hybrid

About The Position

The Project Coordinator, OHNS Education provides administrative and operational support for the Department of Otolaryngology–Head and Neck Surgery (OHNS) Education Office. The role supports educational programs, residency and fellowship training, medical student rotations, visiting observers, and departmental events while ensuring smooth day-to-day operations. This is a highly organized program coordination position focused on supporting medical education. Success in the role depends on strong administrative skills, event and schedule coordination, communication with faculty, trainees, students, and international visitors, and the ability to manage multiple projects simultaneously in a fast-paced academic healthcare environment.

Requirements

Bachelor’s degree preferred
three plus years administrative experience preferably with academic medical center departments
Excellent organizational skills and attention to detail
Strong written and oral communication
Transcription and Typing Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Microsoft Outlook
Ability to work quickly and efficiently, prioritize tasks and meet deadlines
Initiative and ability to work both independently and as a member of a functional team
Experience in medical academics preferred
The ability to work effectively with many different personalities
Ability to interact professionally with contacts at all levels within and outside the MGB organization

Responsibilities

Manage Educational Lecture Series Schedules each month (Grand Rounds & M&M)
Collect speaker disclosure forms and upload to lecture series portal. Manage the MGB lecture series portal for our department.
Function as a point of contact for Visiting Professors and other guest speakers, along with coordination of the visit.
Manage 4th floor conference room calendar
Order office supplies and submit work orders as needed
Process financial payments within the education office
Manage general external inquiries that come through the education inbox
Function as a team member with the education office staff and assist with events as needed
Enter resident and fellow on call schedule into the online communication software as well as update schedule as needed
Assist office with resident and fellow graduation tasks as needed, for example, ordering graduation diplomas, gifts, and supplies
Order white coats and coordinate the dry cleaning with Bay State Linen
Organize and coordinate new resident and clinical fellow orientation schedules
Provide new residents with textbooks, surgical head loupes and clinical supplies
Support planning and executing residency educational events and courses as needed
Process reimbursements for education related courses, activities and travel
Monitor and coordinate resident compliance with ACLS and PALS required training
Be an integral team player during our residency recruitment/interview process by assisting with coordination and day of activities.
Coordinate Temporary Privileges requests for the Central Credentialing Office
Help coordinate the Otology Journal Club, Otopathology Conference, Special Problems, and Head and Neck Conferences
Maintain faculty and trainee files
Support planning and executing departmental events as needed
Organize daily/weekly rotations for Harvard Medical Students and US Medical Students
Assist medical students as needed while rotating at MEE including providing IDs, scrub access and Epic access
Answer all inquiries from medical students interested in clerkship/elective/summer internship
Coordinate evaluations from physicians on student performance
Provide students with verification and letters of recommendation
Keep record of all rotating medical students
Provide Vice Chair of Education with Sub-I rotation evaluation reports
Organize medical student webinars to provide informational sessions for prospective trainees
Correspond with (national and international) physicians, assistants, residents, and medical students to coordinate medical observership (numerous emails involved)
Obtain necessary paperwork, health clearance, forms, etc. for all types of observers and visitors.
Meet with international visitors upon arrival to tour the hospital
Assist with various daily questions of foreign-speaking visitors
Organize daily/weekly/monthly rotation schedules
Keep clear record of all rotating observers and visitors
Provide letters and certificates detailing visitors' activities, as needed