Program Coordinator
Massachusetts General Hospital(MGH)

Job Info

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GENERAL SUMMARY/ OVERVIEW STATEMENT:

The Program Coordinator supports the Director of Strategic Alliances in the Mass General Research Institute (MGRI) (60%) and the Director of the Translational Research Core (TRC) in the Wellman Center for Photomedicine (WCP) (40%). These positions are both currently held by Gabriela Apiou, PhD. This position will provide project planning and execution and administrative assistance to the team including, the Director, the RI Program Director, and the RI Program Managers as needed under the guidance of the Director. The Program Coordinator will assist the team with the effective management of the programs' daily operations and manage projects, as assigned.

This position will be responsible for day-to-day management of Dr. Apiou's offices including calendar scheduling in relation to multiple internal and external parties, travel organization, budget management, administrative tasks related to research portfolio development, MGRI strategic alliance programs development and most specifically the translational research training program. She/he is responsible for performing a wide range of administrative functions (some on-going and some ad-hoc) to assist or relieve the director of administrative detail. Such functions include: data gathering and information coordination pertinent to problem analysis and resolution, as well as report preparation; maintaining close liaison with other administrative divisions, managerial and professional staff, some operational organization, follow-up and execution of project action plans, technology support and carrying through to completion special projects as they are assigned.

The ideal candidate will be thoughtful, organized, resourceful, and a detailed-oriented team-player. The position requires a comprehensive and detailed understanding of academic research and hospital policies, as well as a high degree of initiative and independent judgment.

The Program Coordinator will continually assess and direct a wide range of programmatic issues including long range planning, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and helping to manage internal and external program relations.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Provides support, including calendar, preparing travel arrangements, accommodations and meeting agendas, and meets regularly with the Director/Program Director concerning daily administrative issues, activities and the status of projects. Identifies and evaluates the methods for improving workflow and prioritizing for the program managers and Dr. Apiou.

Provides administrative support to the Program Director of RI, Program Managers of RI, and Wellman Center faculty interacting with the Translational Research Core. Acts as a liaison between Dr. Apiou, her team, and internal and external stakeholders establishing relationships with all parties.

Responsible for managing the daily operations of the TRC, including the Director's calendar of TRC-related meetings and events. Track and manage the TRC budget including handling all reimbursements.

Develops, implements, and oversees the maintenance of filing, organizing and documenting communications i.e., publications, presentations, meeting minutes, meeting related documents, program materials, distribution of materials, and other types of office/program systems for the TRC and Strategic Alliances. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.

Manages and maintains the logistical tasks and processes of the translational training program, including supporting the Program Manager, trainees, faculty, and guests.

Involved with the planning of RI and Wellman annual events including conferences, various meetings and program-related events. Organizes meetings and prepares and distributes materials for conferences and lectures. Develops invitations or advertisements for events/lectures.

Receives inquiries from investigators and external stakeholders and triage as necessary to others within the department or in other hospital/PHS departments.

Performs other duties as assigned by the Director.

SKILLS & COMPETENCIES REQUIRED:

• Exceptional organizational skills, ability to organize information and to manage multiple projects at once
• Strong attention to detail
• Excellent written and oral communication skills with the ability to communicate clearly and concisely
• Ability to handle sensitive information with absolute confidentiality and seeking guidance when needed
• Ability to work independently or to escalate issues as needed.
• Proficient in Microsoft Outlook, Microsoft Word, Excel, PowerPoint, and Adobe Acrobat.
• Working knowledge of PeopleSoft, Paperless Post, Canva a plus.

Qualifications
EDUCATION:

Minimum required: Bachelor's Degree

EXPERIENCE:

Required: Minimum of 3-5 years of office administration experience

Preferred: 2-3 years directly related experience in an academic medical center

FISCAL RESPONSIBILITY:

Responsible for processing reimbursements, check requests and sponsored event forms in relation to the Dr. Apiou's programs. Responsible for budget management for the TRC/Wellman. Work directly with the Finance Administrator at Wellman.

WORKING CONDITIONS:

Works in administrative suites in both Bartlett 3rd floor and 125 Nashua Street, Ste 822.

EEO Statement
Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.

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