Program Coordinator

The Planet Group; Boston (MA); On-site; USD 70,000 - 95,000; Full time

Job summary

The Planet Group in Boston is seeking a detail-oriented professional to coordinate faculty recruitment and onboarding, manage dossiers, offer-letter reviews, visa coordination, and onboarding procedures, while tracking progress.

You will also oversee appointments and promotions, advise on CVs, prepare materials, and analyze faculty data to support strategic decisions, working with clinical, research, education, and administrative teams.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• 3–5 years of experience in healthcare administration, faculty affairs, project coordination, or project management.
• Strong organizational, analytical, written, verbal, and interpersonal communication skills.
• Demonstrated ability to manage multiple priorities, meet deadlines, and work independently with minimal supervision.
• Excellent attention to detail, professional judgment, discretion, and problem-solving skills.
• Proficiency with Microsoft Office, Outlook, scheduling systems, and other administrative technologies.
• Ability to prepare clear reports, presentations, and project updates for diverse audiences.

Responsibilities

• Coordinate faculty recruitment and onboarding, including search logistics, candidate communications and visits, offer-letter review, visa coordination, onboarding procedures, and tracking.
• Manage faculty appointments and promotions by coordinating dossiers and review timelines, advising faculty on CVs and supporting documentation, preparing appointment materials, and tracking hires, departures, and outcomes.
• Lead department-wide and leadership-sponsored projects from initial planning through implementation, including developing workplans, coordinating meetings, preparing agendas and minutes, tracking decisions and action items, and following up with stakeholders.
• Support departmental programs, events, and special projects for senior leadership, including the Chair, Vice Chairs, and Associate Administrative Director. Provide coverage for Chair’s Office operations as needed.
• Maintain and analyze faculty and project data; prepare dashboards, status reports, executive summaries, and presentations; identify risks, assess progress, and recommend process improvements.
• Collaborate with clinical, research, education, and administrative teams to communicate complex information, coordinate deliverables, manage expectations, and maintain productive working relationships.

Skills

Organizational skills

Analytical skills

Written communication

Verbal communication

Interpersonal communication

Attention to detail

Problem-solving

Independent work

Microsoft Office

Scheduling systems

Education

Bachelor’s degree or equivalent

Job description

• Coordinate faculty recruitment and onboarding, including search logistics, candidate communications and visits, offer-letter review, visa coordination, onboarding procedures, and tracking.
• Manage faculty appointments and promotions by coordinating dossiers and review timelines, advising faculty on CVs and supporting documentation, preparing appointment materials, and tracking hires, departures, and outcomes.
• Lead department-wide and leadership-sponsored projects from initial planning through implementation, including developing workplans, coordinating meetings, preparing agendas and minutes, tracking decisions and action items, and following up with stakeholders.
• Support departmental programs, events, and special projects for senior leadership, including the Chair, Vice Chairs, and Associate Administrative Director. Provide coverage for Chair’s Office operations as needed.
• Maintain and analyze faculty and project data; prepare dashboards, status reports, executive summaries, and presentations; identify risks, assess progress, and recommend process improvements.
• Collaborate with clinical, research, education, and administrative teams to communicate complex information, coordinate deliverables, manage expectations, and maintain productive working relationships.

Required Qualifications

• Bachelor’s degree or an equivalent combination of education and experience.
• 3–5 years of experience in healthcare administration, faculty affairs, project coordination, or project management.
• Strong organizational, analytical, written, verbal, and interpersonal communication skills.
• Demonstrated ability to manage multiple priorities, meet deadlines, and work independently with minimal supervision.
• Excellent attention to detail, professional judgment, discretion, and problem-solving skills.
• Proficiency with Microsoft Office, Outlook, scheduling systems, and other administrative technologies.
• Ability to prepare clear reports, presentations, and project updates for diverse audiences.