Administrative Program Coordinator

Site: The Brigham and Women's Hospital, Inc.

 

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 coordinating project and program activities, managing documentation, and facilitating communication among team members to ensure the successful execution of projects/tasks. Track and ensure the schedule, and details of a program and/or project tasks are well organized. Organize reporting, plan meetings, and provide updates to Administrative Manager.
Does this position require Patient Care? No
Essential Functions-Maintain and monitor programs, project plans, project schedules, work hours, and expenditures.
-Organize, attend, and participate in stakeholder meetings.
-Document and follow up on important actions and decisions from meetings.
-Prepare necessary presentation materials for meetings.
-Ensure project deadlines are met.
-Ensure projects adhere to frameworks and all documentation is maintained appropriately for each project.
-Oversee multiple projects simultaneously, exercising appropriate judgement in balancing priorities.
-Assist Administrative Manager with department event planning and faculty recruitment.
-Stand in for others during vacations and time away.
-Other duties as assigned.

 

Qualifications

Event Planning:

The DOS holds 2-3 large (300+) events and 12-15 smaller (>100) events annually 

• Develop project plans for events 

• Establish and maintain relationships with vendors and venues 

• Plan event details and aspects, including seating, food, and guest lists 

• Support events and address potential problems that may arise 

• Plan for potential scenarios that could impact the integrity of the event 

• Maintain a working knowledge of the complex needs of a wide variety of events 

• Manage each aspect of the event planning process, including vendor referrals, coordinating event details, and provide or arrange general support throughout the event 

• Provide excellent customer service, organized and consistent communication as well as streamline event preparation, while representing the Department of Surgery with a professional image 

Recruitment: Faculty/Surgeons/Principal Investigators 

• In consultation with Administrative Manager and Division Chief, develop a plan for each divisional role to be recruited 

• Develop a clear position description that includes essential qualifications, experience, and DEI language requirements.  

• Support the administrative manager in the approval and posting of ads to relevant job boards including Diversity, Equity and Inclusion (DEI) job boards 

• Proactively communicate with all stakeholders: BWH senior leadership, Division Chiefs, Administrative Directors, search committee members, candidates 

• Data collection:  

  • For each search create a folder system by which all information is saved and accessed by search committees and DOS leadership 

  • All applications received are saved for review and tracked for DEI and HMS purposes 

  • Harvard Medical School Office of Faculty Affairs search documentation 

  • Candidate Evaluations 

  • Offer Letter and employment agreements 

• Manage candidate interviews, first round and second round, onsite interviews 

• Coordinate all stakeholder’s availability, candidates, search committees and clinical partners and research collaborators 

• Schedule interviews and create itineraries 

• Plan candidate travel: flights, airport transportation, hotel accommodations, dinner reservations 

• Process reimbursements for candidates as necessary

Grand Rounds:

• Provide program management for the Surgery Grand Rounds Course Director in the implementation and planning of Grand Rounds and Visiting Professor lectures.

• Serve as the primary liaison to the faculty and staff, Visiting Professors and MGB Faculty coordinating all grand round operations; this may includ