Senior Project Coordinator

Site: The General Hospital Corporation

 

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

 

Job Summary

Summary
Responsible for monitoring multiple medium to large-scale project activities, managing documentation, and facilitating communication among team members to ensure the successful execution of projects. Tracks and ensures that the schedule, budget, and details of project tasks are well-organized. Analyzes data, prepares reports, and provides regular updates to the project team. Identifies and escalates issues and risks and recommends solutions. Leads and provides guidance and support to other administrative team members.

Does this position require Patient Care?
No

Essential Functions
-Takes the lead in maintaining and monitoring multiple project plans, schedules, work hours, budgets, and expenditures.
-Organizes, attends, and participates in stakeholder meetings.
-Ensures projects adhere to frameworks and all documentation is maintained appropriately for each project.
-Assesses and escalates project risks and issues, providing solutions.
-Conducts research, maintains and analyzes data in systems, and develops reports to support projects.
-Liaise with the project team and key stakeholders to help define project requirements, scope, and objectives that align with organizational goals.
-Assigns and monitors resources effectively to boost project efficiency and maximize deliverables.

 

Under the direction of the Program Director and the Director of Residency Administration and in collaboration with program administrative team, this position will provide support and administrative coordination of tasks involved in support of the Primary Care program and Residency Program. Will interface with a multitude of staff including residents, teaching faculty, program and departmental leadership, fellowship directors and chief residents.  

• Support Primary Care Program Director as it relates to the Primary Care Program.
• Perform all responsibilities under minimal supervision with intermediate to advanced proficiency in administrative skills
• Leads Primary Care Intern recruitment; including supervising all ERAS communications, organizing applicants’ files, contacting applicants and faculty members to schedule interviews, reserving conference space, developing and distributing program information, organizing all aspects of the of the interview day.
• Provide calendar support for the Primary Care Director and support the completion of reports/presentations by the Primary Care Director for presentation at ambulatory conferences, residency program meetings, residency review committee visits or as necessary.   Send email reminders, organize and maintain files.
• Assist in organization of Primary Care Program special sessions, including career lunches, dinners, and related social events.
• Maintain primary care program alumni list with contact information and updated biographies
• Organize and schedule all aspects of Primary Care Program Graduation/Welcome Dinner (June)
• Assist in the creation and organization of the Residency Program curriculum.  Working in conjunction with Associate Program Director and Chief Residents to identify curriculum topics and speakers.  Correspond with speakers to schedule lecture/presentation date and time, distribute handouts when necessary, reserve conference rooms, mange audiovisual needs, order food, and send email reminders to housestaff, faculty, and speakers. 
• In conjunction with the Residency Administrative team, the coordinator would secure venues, create invitation lists from year to year, organize save the dates, invitations and RSVPs, process Advanced Authorization forms and supporting paperwork prior to event, and ensure venue contracts are secured and signed by Senior Director and Vice President of Medicine.
• Work with residency leadership and administrative team to choose the menu, secure AV needs, and stay within event budget.
• Manage the creation of event packet, name tags and all handouts that are required for events.  Attend events when necessary to be onsite support along with other administrative team members.
• Process invoices using eChecks/Peoplesoft, responsible for reconciling corporate card charg