GENERAL SUMMARY/ OVERVIEW STATEMENT:
The Strategic Collaborations Unit (SCU) is a service provider based at the Department of Emergency Medicine at Brigham and Women’s Hospital, a Harvard Medical School teaching affiliate. We offer global educational programs, clinical and logistical support services and other solutions tailored to deliver value to external collaborators meet their educational and clinical support needs.
We are looking for a Project Coordinator who has an interest in pursuing a career in healthcare management, global health, or business. They will be responsible for the overall management of multiple, international projects and supporting senior leadership, requiring strong project management, relationship management, and analytical skills. The Project Coordinator must be able to commute to the office, as the team is hybrid.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Under the guidance and direction of unit leadership, the incumbent will support the ongoing activities of educational projects and external collaborations, responsibilities will include:
§ Maintain project timelines, milestones, and other project management documentation as requested by the Program Manager.
§ Assist with event planning, marketing/communication and execution of ongoing projects.
§ Identify and address any issues or conflicts that may arise during the project lifecycle, escalating them to the Program Manager when necessary.
§ Serve as the main point of contact for project-related communication, disseminating information, and facilitating effective communication between team members, stakeholders, and management.
§ Schedule project-related meetings, work with the Program Manager to develop agendas, capture comprehensive meeting minutes, and promptly distribute to stakeholders.
§ Coordinate the onboarding process for incoming international fellows: orientation meetings, obtaining IDs, employee health, human resources, etc.
- Contribute to post-project evaluations, gathering feedback from team members and stakeholders to identify areas for improvement and implement lessons learned in future projects.
- Manage and process expense reimbursements for project faculty, ensuring compliance with company policies and procedures for timely reimbursements.
- Other project related tasks as assigned by the Program Manager or Business Development Manager.
The incumbent will provide comprehensive administrative support for a Vice-Chair, Strategic Collaboration Unit. This position is key in assisting the Vice-Chair in managing and prioritizing competing demands. This includes:
- Calendar management: manage & organize the Vice-Chairs calendar; coordinate schedules across multiple leadership teams; manage scheduling and logistics associated with external clients and third-party engagements.
- Coordinate internal and external meetings and events.
- Make travel arrangements as needed including complicated itineraries, visa/passport coordination, vaccinations, etc.
- Work collaboratively and effectively with the Vice-Chair to keep her/him well informed of upcoming commitments and responsibilities; follow up as necessary.
- Responsible for additional Vice Chair special projects which will be assigned based on unit needs.
- Submit expense reimbursements
- Maintain and Update Harvard Medical School CV
- Responsible for timely production of slides using Microsoft PowerPoint for a variety of assignments and lectures
- BA/BS required; in public health, health management, global health or related field preferred.
- 2-4 years of relevant professional experience with demonstrated ability to coordinate projects.
- Willingness and curiosity to problem solve; strong sense of initiative and drive.
- Ability to manage work processes in a neat and orderly way. Ability to manage multiple tasks effectively, follow established protocols, and work within systems.
- Cultural sensitivity.
- Excellent verbal and written communication skills.
- Availability and eligibility to travel internationally and domestically
- Availability to commute into the office for hybrid work, at minimum 2 times per week.
Work experience required:
- 2-4 years of applicable work experience
- Advanced knowledge of Microsoft Word, Excel and PowerPoint.
- Cross cultural sensitivity.
Brigham and Women's Hospital is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, sexual orientation, protected veteran status, or on the basis of disability.