Senior Program Coordinator

Mass General Brigham•Boston, MA

1d•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 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.

Requirements

Bachelor's Degree is required.
Work experience 1-2 years in the following areas: Graduate Medical Education, Hospital or Healthcare is preferred.
Excellent interpersonal, oral and written communication skills.
Excellent critical thinking and time management skills.
Astute attention to details, commitment to accuracy and integrity of all data, reports, and communications.
Ability to work independently, take initiative and work in fast pace, team environment with peers across campus.
Demonstrates the ability to exercise decision-making skills, to prioritize workload and to manage multiple complex and concurrent projects.

Responsibilities

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.
Provides direct office support for day-to-day inquiries.
Facilitates resident initial and renewal Harvard appointments to include completion of all the required paperwork to submit for an appointment.
Facilitates trainee (PGY2s, PGY3s and PGY4s) limited license applications (initials and renewals) by serving as the department liaison to the hospital licensing committee and working with the trainees to ensure there are no license delays each academic year.
Manages and executes weekly resident didactics to ensure lecturers are scheduled, audio visual is provided, lecture materials are distributed to each trainee class prior to the start of the session, orders lunch and releases evaluation after each session.
Manages and executes Clinical Competency Committee meetings with the Associate Program Director by establishing the agenda, collecting trainee confidential evaluations, taking minutes for these confidential meetings and following up on any action items established in the meetings.
Manages and executes all aspects of the Medical Student Clerkship Program to include but not limited to onboarding of the students from Harvard Medical School (HMS) and students outside HMS, assigning student preceptors, executing student evaluations to their preceptors and inputting student schedules in the department clinical systems so all faculty preceptors know their schedules.
Manages all aspects of the student observer process.
Manages onboarding and credentialing for OB and Pain Anesthesia rotators monthly.
Manages resident event planning to include completion of the budgets and submission of department required paperwork.
Manages all resident initial and renewal of memberships each year.
Manages processing of all invoice payments.
Provides overall direct support to the Administrative Director for other program responsibilities to include recruitment season and AKT and ITE exam periods and graduation and orientation preparations.
Monitors all resident senior projects to ensure timely completion before graduation.
Assists other Program Managers with budget tracking and office tasks as needed.
Assists with cross-cutting responsibilities as needed.
Performs other duties as assigned and with minimal supervision.