Project & Administrative Coordinator

Mass General Brigham•Boston, MA

22h•$20 - $28•Hybrid

About The Position

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 General Summary/ Overview: Reporting to the Executive Director of the Academic Medical Centers (AMC) Office of the Chief Medical Officer (OCMO), the Project and Administrative Coordinator provides comprehensive administrative and project support across the AMC OCMO. This role is responsible for coordinating project activities, managing documentation and data support, and facilitating communication among team members to ensure projects are executed smoothly and effectively. The Coordinator provides ongoing administrative and project support for the OCMO Ethics Team, oversees the day-to-day operations of the MGPO Physician Commons, and supports the planning and execution of special events and other cross-functional initiatives. In addition, the role supports the broader administrative team under the Executive Director, including scheduling, logistics, ordering and billing, and other operational needs as assigned. This position also works closely with team members and individuals across the OCMO and the AMCs, partnering with stakeholders at all levels to support day-to-day operations, coordinate internal special projects, and ensure the timely delivery of strategic priorities.

Requirements

Bachelors or Associates degree preferred; high-school degree required.
Experience with project coordination and administrative support required.
Experience in planning and supporting large-scale meetings and complex scheduling responsibilities required.
Proficiency in the use of MS Office tools including Word, Excel, PowerPoint and Teams is required
Experience with purchase orders, billing, and expense reports strongly preferred.
Experience within a healthcare environment preferred
Possess strong interpersonal skills to effectively communicate with cross functional teams including staff at all levels of the organization
Professional demeanor, ability to successfully negotiate and collaborate with others of different skill sets, backgrounds, and levels within and external to the organization
Requires minimal direction from leadership and possesses the ability to learn quickly
Demonstrates team oriented, collaborative nature and customer service attitude.
Ability to work independently exercising good judgment, diplomacy and discretion and maintain strict confidentiality.
Ability to multi-task, prioritize and meet deadlines while working under pressure.
Excellent written and verbal communication skills.
Excellent attention to detail and follow-through.
Flexible, resourceful, and resilient.
Adapts quickly and happily to changing conditions, uses resources and relationships to develop solutions.
Extraordinarily organized with excellent attention to detail, follow through and a proactive approach to problem-solving and prioritization.

Responsibilities

Assist in the planning, implementation, and monitoring of projects.
Coordinate meetings, prepare agendas, and take minutes to document discussions and action items.
Support project managers in tracking project progress and identifying any issues that may arise.
Facilitate communication between project teams, stakeholders, and external partners to ensure alignment and collaboration.
Assist with data collection and analysis related to project performance and outcomes.
Coordinates supplies and workspace set-up for new employees. Helps new employees gain access to software programs, building access and materials.
Coordinates numerous building services for multiple departments such as building badges, work and repair orders, vending and coffee machines, shredder and copier equipment and supplies.
Coordinates inventory and allocation of office equipment, software licenses, computers, phones, furniture, etc.
Oversees purchases of equipment, office supplies and the maintenance of lease agreements and contracts for outside services.
Initiates purchase order requests, obtaining purchase order confirmations and the follow through of payment for vendors and consultants.
Responsible for maintenance of multiple calendars and filing systems. Schedules numerous large and complicated meetings and events
Submits accounts payable invoices and maintains expense files for primary vendors.
Provide complex calendar management including the planning and timely notification of meetings and appointments. Use independent judgment in setting priorities and proposing alternatives to meetings. Collaborate with administrative staff across the system to book hard-to-schedule meetings with other execs and leaders.
Prepare expense reports and process invoices.
Other ad hoc administrative duties and projects as assigned
Coordinate and prepare meeting agendas, gather content, edit presentation decks, and track action items requiring follow-up on behalf of leadership
Arrange for conference room and technical support (i.e.: projector, teleconferencing services) and prepare materials (agendas and PowerPoint decks) as necessary.