Project Coordinator

Massachusetts Eye and Ear Infirmary - MEI; Boston (MA); On-site; USD 55,000 - 75,000; Full time

Job summary

Massachusetts Eye and Ear Infirmary is seeking a Project Coordinator for the OHNS Education Office. The role provides administrative and operational support to education programs, residency and fellowship training, medical student rotations, visiting observers, and departmental events in a fast-paced academic healthcare setting.

Key duties include managing lecture series calendars, coordinating visiting speakers, organizing rotations for Harvard Medical Students, and supporting residency

Qualifications

• Bachelor's degree preferred with 3+ years administrative experience.
• Academic medical center experience preferred.
• Excellent organizational skills and attention to detail.
• Strong written and oral communication abilities.
• Proficiency in Microsoft Office and Outlook.
• Ability to manage multiple projects and meet deadlines.

Responsibilities

• Support OHNS Education Office operations and calendar management.
• Coordinate lecture series, speaker forms, and portals.
• Serve as point of contact for visiting professors and guests.
• Manage conference room calendar and office supplies.
• Process education office payments and travel reimbursements.
• Support residency/fellowship scheduling, orientations, and events.
• Assist with medical student rotations and observer visits.
• Maintain files and assist with departmental events.
• Coordinate with credentialing and journal clubs.

Skills

Organizational skills

Attention to detail

Written and verbal communication

Transcription

Typing

Microsoft Office

Prioritization

Initiative

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Epic

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.

Qualifications

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