Program Coordinator

Massachusetts General Hospital; Boston (MA); Hybrid; USD 59,715,000 - 85,360,000; Full time

Job summary

Mass General Brigham in Boston, MA is seeking a Program Coordinator to support diverse hospital programs with administrative tasks, document management, event planning, data entry, and cross-department coordination. This role helps ensure operational efficiency and aligns with organizational goals.

You will assist with financial operations, reporting, and stakeholder communications; the position requires confidentiality, strong organizational skills, and the ability to manage multiple projects

Qualifications

• High school diploma or GED; bachelor's degree preferred.
• Administrative or program support experience of 1-2 years is preferred.
• Excellent organizational and communication skills; interact effectively with all levels of staff.
• Must possess a professional demeanor and strong commitment to confidentiality.

Responsibilities

• Assist in day-to-day administrative tasks related to program management.
• Maintain accurate program documentation including project plans, reports, and correspondence.
• Assist in planning and executing hospital program events such as workshops and training sessions.
• Enter and manage program-related data with accuracy.
• Communicate with participants and stakeholders, provide information, collect feedback, and address inquiries.
• Provide assistance with the program's financial operations.

Skills

Administrative support

Organizational skills

Communication skills

Confidentiality

MS Office

Workday

Insight

Access

Dreamweaver

Acrobat

Education

High school diploma or GED

Bachelor's degree preferred

Tools

Workday

Insight

Access

MS Office

Dreamweaver

Acrobat

Job description

Site: The General Hospital Corporation

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries.

Job Summary

The Program Coordinator is responsible for coordinating program activities and providing administrative support, ensuring operational efficiency and alignment with organizational goals. Facilitates communication across departments, monitors program timelines, and supports project implementation to enhance program effectiveness. Contributes to reporting and data analysis to assess program impact and support strategic improvements.

• Assist in the day-to-day administrative tasks related to program management.
• Maintain accurate and organized program documentation, including project plans, reports, and correspondence.
• Assist in the planning and execution of events related to hospital programs, such as workshops, training sessions, and community outreach activities.
• Enter and manage program-related data, ensuring accuracy and completeness.
• Communicate with program participants and stakeholders, providing information, collecting feedback, and addressing inquiries.
• Provides assistance with the program's financial operations.

Qualifications

• High school diploma or GED is required, bachelor's degree preferred.
• Administrative or program support experience of 1-2 years is preferred.
• Excellent organizational and communication skills (articulate with good writing and phone skills); must be able to interact effectively with all levels of institutional, hospital and medical school staff.
• Must possess a professional demeanor and a strong commitment to confidentiality.
• Strong initiative, self-motivated, and able to work with minimal supervision.
• Ability to establish priorities, balance demands of multiple projects and meet deadlines.
• Proficiency with computers and programs; Workday, Insight, Access, MS Office, Website design (Dreamweaver, etc.), Acrobat 6.0 Professional.

Additional Job Details (if applicable)

Department-Specific Responsibilities

Faculty Development and Promotions:

• Serve as main point of contact and administrative support for the VC of Faculty Development and Enrichment and the Director of the Promotions Committee maintaining a high level of confidentiality.
• Manage the Annual Career Conference process including preparing faculty dashboards and reports.
• Ensure knowledge and manage HMS appointment and promotion processes inc. collecting materials for promotion reviews and managing updates for departmental promotion portal/database.
• Manage bi-annual HMS reappointments and supporting documentation.
• Work closely with the department's credentialing coordinator to coordinate promotional packets and material for HMS review.
• Create streamlined processes for communication and tracking of promotions.
• Manage and troubleshoot the Faculty HMS appointment portal used to track the status and progress on all promotions.
• Design and troubleshoot bi-annual clinical and research fellow survey system which collects demographic information and feedback to assess needs, shape the vision, and implement initiatives for program enrichment.
• Analyze data to identify effectiveness of faculty development programs, report on trends, and implement improvement procedures.
• Update existing and create new survey tools and databases for faculty development projects.
• Design and maintain Neurology Faculty Development monthly newsletter and webpage.
• Research best practices and data related to faculty development and manage programs and initiatives that will enhance and facilitate career development.
• Manage all Faculty Development and Enrichment and Promotions Committee Meetings.
• Develop brochures, invitations, or advertisements for events/lectures.
• Create and maintain external program advertising/media through websites, brochures, postcards, publications, and other such media.

General Administrative Duties

• Act as the MGB Neurology Faculty development point of contact for day-to-day administrative matters.
• Facilitate the development and advancement of the faculty development structure, meetings, initiatives, and processes.
• Organize and coordinate events and meetings.
• Maintain and update websites.
• Schedule and coordinate meetings, events, and/or other similar activities.
• Assists with function arrangements such as ordering refreshments, providing audiovisual equipment, scheduling conference rooms, etc.
• Manage Vice Chair (VC) for Faculty Development and Enrichment bibliography for compliance.
• Perform other duties as assigned.

Hours of operations- Monday - Friday 8am to 4:30pm hybrid after 90days of training

Please note that this position does not support sponsorship for employment visa status or work authorization programs, including OPT and STEM OPT. Therefore, candidates requiring employment authorization through these programs are not eligible for consideration.

Remote Type

Hybrid

Work Location

55 Fruit Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$20.84 - $29.79/Hourly

Grade

4At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth.

EEO Statement

1200 The General Hospital Corporation is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran's Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.

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.