Project Coordinator - Transplant Surgery
Partner's Healthcare

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

At Mass General Brigham, we know it takes a surprising range of talented professionals to advance our mission-from doctors, nurses, business people and tech experts, to dedicated researchers and systems analysts. As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community. We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve.

At Mass General Brigham, we believe a diverse set of backgrounds and lived experiences makes us stronger by challenging our assumptions with new perspectives that can drive revolutionary discoveries in medical innovations in research and patient care. Therefore, we invite and welcome applicants from traditionally underrepresented groups in healthcare - people of color, people with disabilities, LGBTQ community, and/or gender expansive, first and second-generation immigrants, veterans, and people from different socioeconomic backgrounds - to apply.

Job Summary
GENERAL SUMMARY/ OVERVIEW STATEMENT:

The Project Coordinator is responsible for managing complex project management and administrative tasks, supporting departmental initiatives, and collaborating with physicians and research teams. This role requires advanced organizational skills to oversee event planning, grant and research coordination, academic and journal management, and compliance processes. Key areas of focus include calendar management, planning and coordinating events and lectures, supporting grant and research activities, managing recruitment and onboarding of clinical and research staff.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

1. Project and Event Coordination:

Coordinate travel and speaking engagements.
Handle reimbursements for conferences, travel-related expenses, and miscellaneous items.
Plan and coordinate events and lectures, including announcements, invitations, venue arrangements, promotion, scheduling, catering, and related travel.
Manage invoices related to societies, journal subscriptions, publishing fees, and event expenses.
2. Special Projects:

Organize the Department of Surgery (DOS) Annual Report and DOS Annual Meeting Report.
Other special projects as needed.
3. Grant and Research/Lab Support:

Coordinate grant review activities.
Manage grants and lab budgets.
Maintain and update the lab website.
Order lab supplies and provide administrative support for IACUC protocols.
Assist with NIH biosketches for faculty and research staff.
Manage miscellaneous grant-related projects, including editing and proofreading.
Coordinate recruitment of fellows, post-docs, and trainees including travel, accommodations, and itineraries.
Coordinate onboarding of new research staff including managing the visa and the sponsored staff processes.
Coordinate travel arrangements and process conference-related reimbursements for research staff.
Coordinate research-related individual and group meetings.
Coordinate Harvard faculty appointments for Investigators.
4. Journal Management:

Manage journal-related activities, including calendar management, editing correspondence, and organizing meetings.
Correspond with the editorial office.
5. Calendar Management & MD Support:

Maintain and coordinate complex calendars for individual and group meetings and conferences (internal, national, and international).
Arrange travel and handle reimbursements.
6. Compliance and Renewals:

Handle annual hospital disclosures
Manage consultant and legal agreements.
7. Correspondence and Documentation:

Write, edit, and proof correspondence, recommendations, reports, job postings, and other documents as needed.
8. Recruitment and Onboarding:

Handle recruitment of transplant surgeons and research investigators, including job postings, interviews, coordinating visits, and onboarding.
Manage visa arrangements for new hires.
9. Faculty and Academic Support:

Assist with the Annual Faculty Review process.
Update CV and NIH biosketch
Support Harvard faculty appointments for new surgeons.
10. Virtual Presentations and Webinars:

Arrange logistics for live and pre-recorded virtual presentations.

Qualifications

Qualifications - External

Ø 1-3 years' experience in the healthcare field.

Ø Bachelor's degree in public health, healthcare management or related field required.

Ø Experience with computer systems required, including web-based applications and Microsoft Office applications which includes Outlook, Word, Excel, PowerPoint or Access.

Ø Superior organizational skills, with the ability to prioritize and manage multiple projects simultaneously.

Ø Ability to independently research complex issues and to succinctly synthesize and articulate findings for various audiences.

Ø Highly developed communication and interpersonal skills.

Ø Ability to work with senior management.

Ø Individual must be assertive, and goal oriented with experience facilitating projects that involve multidisciplinary team members.

Ø Handles issues that are significant, complex, multidisciplinary, sensitive, political, and confidential.

Ø Initiative and ability to work independently and resolve problems.

Additional Job Details (if applicable)

Remote Type

Hybrid

Work Location

75 Francis Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

EEO Statement:

The Brigham and Women's Hospital, Inc. is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

Mass General Brigham Competency Framework

At Mass General Brigham, our competency framework defines what effective leadership "looks like" by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.