Administrative Program Coordinator
2 - 5 years
Boston, MA
Full-time
Hybrid
1 month ago
About the role
The Department of Surgery at Mass General Brigham is looking to hire an Administrative Program Coordinator who will be responsible for managing grand round lectures, help with faculty recruitment and event planning related to the grand round lectures. This person will join an already exceptional team, providing support to the Chair of Surgery's office and to the department.
Responsibilities - please inquire for a more detailed job description.
Grand Rounds:
Recruitment:
Event Planning:
Qualifications
3-5 years of project support or administrative experience required
An Associates (or Bachelors) degree in a related field of study is preferred
Knowledgeable of basic business administrative principles and project management best practices.
Exceptional verbal, written, and presentation skills.
Ability to work effectively both independently and as part of a team.
Competency in Microsoft applications including Word, Excel, and Outlook.
Ability to work on tight deadlines.
Knowledge of file management and other administrative procedures.
Responsibilities - please inquire for a more detailed job description.
Grand Rounds:
- Provide program management for the Surgery Grand Rounds Course Director in implementing and planning of Grand Rounds and Visiting Professor Lectures.
- Serve as the primary liason to faculty and staff, visiting professors, and MGB faculty coordinating all grand round operations; this may include issues related to specific visits, presentations, key person involved in other key communique such as site visits.
- With Surgery Grand Rounds Course Director and committee, help to identify visiting professors. Manage schedule, establish speakers travel arrangements, hotel accommodations, transportation itinerary, manage all incurred expenses, reimbursements, and honorariums.
- The location of this role is dependent on programming taking place at the Brigham and Women's Hospital campus or the Mass General Hospital campus.
Recruitment:
- 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: department leadership, division chiefs, administrative directors, search committee members, and candidates.
- Collect data for each search
- Manage candidate interviews
- Coordinate all stakeholder's availability
- Schedule interviews and create itineraries
- Plan travel: flights, airport transportation, hotel accommodations, dinner reservations.
Event Planning:
- 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 complex needs of a wide variety of events
- Manage each aspect of the event planning process, including vendor referrals, coordinating event details, and provide and arrange general support throughout the event.
- Provide excellent customer service, organized, and consistent communication as well as streamline event preparation while representing the department with a professional image
Qualifications
3-5 years of project support or administrative experience required
An Associates (or Bachelors) degree in a related field of study is preferred
Knowledgeable of basic business administrative principles and project management best practices.
Exceptional verbal, written, and presentation skills.
Ability to work effectively both independently and as part of a team.
Competency in Microsoft applications including Word, Excel, and Outlook.
Ability to work on tight deadlines.
Knowledge of file management and other administrative procedures.
Skills
OtherHospitals and Health Care