Part-Time Program Coordinator

Conditions. Workplace Diversity, LLC.; Boston (MA); Hybrid; USD 30,000 - 42,000; Part time

Benefits offered by this job

Paid time off

Day-one benefits

Tuition support

Professional development

Commuter benefits

Job summary

Harvard Medical School is seeking a part-time Program Coordinator to support the Department of Health Care Policy’s CMS data-driven studies. The role focuses on regulatory compliance, data governance, and coordination across internal Harvard investigators and external subprojects.

You will manage IRB requests, data use agreements, and ensure adherence to institutional and federal requirements, while supporting communications and coordination needs of the program.

Qualifications

• 4+ years of experience in program or project management.
• College degree preferred.
• Excellent organizational and prioritization skills in a multi-stakeholder environment.
• Strong written and verbal communication.
• Ability to handle confidential information with discretion.

Responsibilities

• Regulatory compliance and data governance administration for CMS data.
• Prepare IRB requests and maintain data safety records.
• Prepare and manage data use agreements with CMS and other providers.
• Coordinate site/meetings and minutes for Harvard investigators and external subprojects.
• Support research communication and reporting.
• Onboarding/offboarding and access management for project staff.

Skills

Program management

Regulatory compliance

Data governance

IRB & data privacy

Communication skills

Writing & editing

Discretion with confidential data

Team coordination

Education

Bachelor’s degree preferred

Job description

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard Medical School?

Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.

You’ll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it’s an opportunity to shape the future of medicine.

About the Department of Health Care Policy:

Health Care Policy (HCP) is a unique, multi-disciplinary department focusing on improving public health through broad policy research and education. HCP is the largest user of Centers for Medicare and Medicaid Services (CMS) data at the University and manages a highly secure data environment that requires careful onboarding, offboarding and compliance management.

Job Description

Reporting to Prof. Michael McWilliams, with a dotted line to Prof. Bruce Landon, the Program Coordinator plays a key role in the day-to-day operations of a complex departmental program project grant entitled "Medicare at a Crossroads" and related studies. This position sits at the administrative core of a large, multi-site research program and is the primary point of contact for regulatory, compliance, and data-governance matters affecting the program's use of CMS and other sensitive data sources. The successful candidate will work closely with faculty investigators, project staff, external collaborators, HMS Office of Research Administration and the department's grants team to ensure that all research activities are conducted in compliance with institutional, federal, and data-provider requirements, while also supporting the broader research, communication, and coordination needs of the program.

Principal Duties and Responsibilities:

Regulatory and Compliance Administration

• Serve as the primary point of contact for the program's administrative core on matters related to regulatory compliance, data governance, and research administration.
• Independently prepare, submit, and track Institutional Review Board (IRB) requests and maintain associated data safety records.
• Prepare, submit, and manage data use applications (DUAs) with the Centers for Medicare and Medicaid Services (CMS) and other external data providers.
• Monitor renewal timelines and independently prepare and process ongoing modifications to IRB protocols, data safety records, and DUAs to ensure continuous compliance.

Research and Communications Support

• Conduct literature reviews and prepare reports, research materials, and graphics/tables in support of ongoing studies.

Site and Project Coordination

• Oversee site coordination for the program, including facilitating meeting agendas and creating and distributing minutes for 10+ internal Harvard collaborating investigators and 15 external subprojects.

Data Access and Team Support

• Manage on- and off-boarding and team user access for project staff and serve as a general administrative resource for the project team.

As part of your application, we recommend including a cover letter that will help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role.

Qualifications

Basic Qualifications:

• 4 or more years of experience. Higher education may count towards experience.

Additional Qualifications and Skills:

• College degree preferred.
• Excellent organizational skills with particular ability to prioritize work in an environment with multiple and conflicting interests.
• Proven project and/or program management skills.
• Excellent interpersonal and communication skills.
• Solid writing, editing and proofreading skills.
• Ability to handle confidential information with discretion.

Additional Information

• Appointment End Date: This is a term position from the date of hire with an end date of June 30, 2027, with the possibility of extension, contingent upon work performance and continued funding to support the position.
• Standard Hours/Schedule: Please note this is a part-time, 20hours (.57FTE) per week position |Monday - Friday | 9:00 am - 1:00 pm.
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity, Criminal
• Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the Careers@Harvard portal.

#LI-WG1

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 055. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.