Program Coordinator- Vaccine Research

Beth Israel Lahey Health; Boston (MA); On-site; USD 33,000 - 43,000; Full time

Job summary

Beth Israel Lahey Health is seeking an on-site Administrative Coordinator to coordinate program operations and provide essential staff support. You will manage communications, prepare materials, and ensure adherence to procedures and budgets.

You will train colleagues, maintain databases, generate reports, and help ensure compliance with internal policies and external regulations. The role requires strong MS Office skills and a customer-service focus.

Qualifications

• High School Diploma required; Associate's degree preferred.
• 1–3 years of related work experience.
• Advanced skills with Microsoft Office and web-based apps.

Responsibilities

• Implements and coordinates administrative procedures for the program.
• Trains staff to ensure accuracy and quality of work.
• Provides administrative support to staff in the program.
• Schedules and prepares materials for appointments, meetings and events.
• Coordinates calendars and travel arrangements as needed.
• Ensures staff are informed; supplies and equipment available.
• Develops and maintains program databases.
• Compiles data and prepares regular and ad hoc reports.
• Monitors program expenses and invoices with cost centers.
• Supports compliance and quality improvement efforts.

Skills

Written English

Oral English

Knowledge of policies

Teamwork

Customer service

Education

High School Diploma

Associate's degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Access

Job description

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives. Coordinates and oversees administrative operations within assigned program/department areas. This is a fully on-site position.

In addition to the Primary Responsibilities listed below, the following work may also be assigned to individuals in this position.

1. Using the WorkDay Financials and Supply Chain Management software, this position maintains lab supply inventory and orders office supplies according to established guidelines. Receives and reconciles supply orders and invoices, identifying and resolving delays, billing errors or discrepancies. (essential)
2. Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority. (essential)
3. Assists in annual internal audits of procedures and personnel as part of our laboratory GCLP program. These tasks may require entry into laboratory spaces.

Job Description: Essential Responsibilities

• Implements and coordinates administrative procedures, processes, services and systems for the assigned program.
• Trains other staff in proper methods and procedures to ensure the accuracy and quality of work.
• Provides administrative support to staff in assigned program areas.
• Schedules and prepares materials for appointments, meetings and special events.
• Coordinates program correspondence, calendars, projects and travel arrangements as needed.
• Ensures that staff are informed, and supplies and equipment are available.
• Develops, maintains and oversees program databases.
• Compiles data; prepares, summarizes and distributes regular and ad hoc reports.
• Coordinates, tracks and monitors program expenses, invoices and billing with appropriate cost centers and budget.
• Monitors and evaluates the effectiveness of the program administration.
• Collaborates with program leadership and members to identify other program needs.
• Recommends and implements modifications to improve effectiveness.
• Coordinates and oversees preparation for compliance with BIDMC policies and procedures as well as other external regulatory agencies.
• Maintains accurate records for compliance.
• Participates in quality improvement projects.

Required Qualifications

High School Diploma required; Associate's degree preferred. Minimum of 1-3 years of related work experience required. Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.

Competencies

• Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
• Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
• Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
• Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.
• Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Age based Competencies

Employees in this job must be competent to provide patient care to the following age groups: Young adult: 16-30 years, Middle Age: 30 - 60 years, Elderly: 60 -.

Physical Nature of the Job

Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally.

Pay Range

$23.63 - $31.16 The pay range listed for this position is the base hourly wage range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law. Compensation may exceed the base hourly rate depending on shift differentials, call pay, premium pay, overtime pay, and other additional pay practices, as applicable to the position and in accordance with the law.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment. More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled

At Beth Israel Lahey Health, we are driving the change in health care that Massachusetts wants and needs. Our culture promotes continuous learning, growth, innovation and a sense of belonging. We make it a priority to offer comprehensive compensation and benefits and help you achieve a healthy and balanced life. While you're busy caring for and supporting our patients, we take care of you.