Project Coordinator

Mass General Brigham; Boston (MA); Hybrid; USD 28,000 - 39,000; Full time

Job summary

Mass General Brigham's Massachusetts Eye and Ear Infirmary seeks a Project Coordinator, OHNS Education to provide administrative support for the OHNS Education Office, residency and fellowship training, medical student rotations, visiting observers, and departmental events.

The role emphasizes organization, communication with faculty, trainees, students, and international visitors, and the ability to manage multiple projects in a fast-paced academic healthcare setting.

Qualifications

• Bachelor's degree preferred, three plus years administrative experience preferably with academic medical center departments
• Strong administrative skills and experience supporting educational programs
• Excellent written and oral communication abilities

Responsibilities

• Manage OHNS Education lecture series schedules and portal updates
• Coordinate visiting professors and guest speakers, and visits
• Handle conference room calendar and office supply orders
• Process education payments and reimbursements
• Support residency and fellowship scheduling and orientation
• Organize rotations for medical students and observers

Skills

Organizational skills

Written & verbal communication

Microsoft Office proficiency

Scheduling

Multitasking

Team collaboration

Documentation

Education

Bachelor's degree preferred

Job description

Site: Massachusetts Eye and Ear Infirmary

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 and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

Job Summary

The Project Coordinator, OHNS Education provides administrative and operational support for the Department of Otolaryngology–Head and Neck Surgery (OHNS) Education Office. The role supports educational programs, residency and fellowship training, medical student rotations, visiting observers, and departmental events while ensuring smooth day-to-day operations.

This is a highly organized program coordination position focused on supporting medical education. Success in the role depends on strong administrative skills, event and schedule coordination, communication with faculty, trainees, students, and international visitors, and the ability to manage multiple projects simultaneously in a fast-paced academic healthcare environment.

Essential Functions

OHNS Education Office Support

• Manage Educational Lecture Series Schedules each month (Grand Rounds &M&M)
• Collect speaker disclosure forms and upload to lecture series portal. Manage the MGB lecture series portal for our department.
• Function as a point of contact for Visiting Professors and other guest speakers, along with coordination of the visit.
• Manage 4th floor conference room calendar
• Order office supplies and submit work orders as needed
• Process financial payments within the education office
• Manage general external inquiries that come through the education inbox
• Function as a team member with the education office staff and assist with events as needed

Residency & Fellowship Training Programs

• Support Residency Program Coordinator with the following:
• Enter resident and fellow on call schedule into the online communication software as well as update schedule as needed
• Assist office with resident and fellow graduation tasks as needed, for example, ordering graduation diplomas, gifts, and supplies
• Order white coats and coordinate the dry cleaning with Bay State Linen
• Organize and coordinate new resident and clinical fellow orientation schedules
• Provide new residents with textbooks, surgical head loupes and clinical supplies
• Support planning and executing residency educational events and courses as needed
• Process reimbursements for education related courses, activities and travel
• Monitor and coordinate resident compliance with ACLS and PALS required training
• Be an integral team player during our residency recruitment/interview process by assisting with coordination and day of activities

Departmental Support

• Coordinate Temporary Privileges requests for the Central Credentialing Office
• Help coordinate the Otology Journal Club, Otopathology Conference, Special Problems, and Head and Neck Conferences
• Maintain faculty and trainee files
• Support planning and executing departmental events as needed

Medical Students

• Organize daily/weekly rotations for Harvard Medical Students and US Medical Students
• Assist medical students as needed while rotating at MEE including providing IDs, scrub access and Epic access
• Answer all inquiries from medical students interested in clerkship/elective/summer internship
• Coordinate evaluations from physicians on student performance
• Provide students with verification and letters of recommendation
• Keep record of all rotating medical students
• Provide Vice Chair of Education with Sub-I rotation evaluation reports
• Organize medical student webinars to provide informational sessions for prospective trainees

Medical Observers And Student Visitors

• Correspond with (national and international) physicians, assistants, residents, and medical students to coordinate medical observership (numerous emails involved)
• Obtain necessary paperwork, health clearance, forms, etc. for all types of observers and visitors.
• Meet with international visitors upon arrival to tour the hospital
• Assist with various daily questions of foreign-speaking visitors
• Organize daily/weekly/monthly rotation schedules
• Keep clear record of all rotating observers and visitors
• Provide letters and certificates detailing visitors' activities, as needed

Qualifications

Bachelor’s degree preferred, three plus years administrative experience preferably with academic medical center departments

Skills/Abilities/Competencies Required

Excellent organizational skills and attention to detail Strong written and oral communication Transcription and Typing Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Microsoft Outlook Ability to work quickly and efficiently, prioritize tasks and meet deadlines Initiative and ability to work both independently and as a member of a functional team Experience in medical academics preferred The ability to work effectively with many different personalities Ability to interact professionally with contacts at all levels within and outside the MGB organization

Working Conditions

• Office setting
• Hybrid role

Additional Job Details (if Applicable)

Remote Type

Hybrid

Work Location

243-245 Charles Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$19.81 - $28.30/Hourly

Grade

3

At 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.

5110 Massachusetts Eye and Ear Infirmary 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.

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.