Project Coordinator

Massachusetts Eye and Ear; Boston (MA); Hybrid; USD 27,000 - 39,000; Full time

Benefits offered by this job

Hybrid work model

Career advancement opportunities

Job summary

Massachusetts Eye and Ear (OHNS Education Office) seeks a Project Coordinator to support education programs, residency and fellowship training, and medical student activities.

You will handle lecture schedules, visiting speaker logistics, and event coordination in a fast-paced academic healthcare setting.

Qualifications

• Excellent organizational skills and attention to detail.
• Strong written and verbal communication.
• Transcription and typing proficiency.
• Proficient in Microsoft Office (Word, Excel, PowerPoint) and Outlook.
• Ability to work quickly, prioritize tasks and meet deadlines.
• Independent and team-oriented work style.
• Experience in medical academics preferred.

Responsibilities

• Manage Educational Lecture Series Schedules and lecturer disclosures.
• Coordinate visits with Visiting Professors and guest speakers.
• Maintain the 4th floor conference room calendar and related logistics.
• Enter and update residency and on-call schedules.
• Organize orientation for new residents and fellows.
• Arrange textbooks, loupes and clinical supplies for trainees.
• Process reimbursements for education-related courses and travel.
• Support ACLS/PALS training compliance for residents.

Skills

Organizational skills

Communication

Transcription

MS Office

Prioritization

Independence

Medical academics

Interpersonal skills

Education

Bachelor’s degree

Tools

Microsoft Office

Job description

Site: Massachusetts Eye and Ear InfirmaryMass 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 SummaryThe 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.QualificationsEssential 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 calendarOrder office supplies and submit work orders as neededProcess financial payments within the education officeManage general external inquiries that come through the education inboxFunction as a team member with the education office staff and assist with events as neededResidency & 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 neededAssist office with resident and fellow graduation tasks as needed, for example, ordering graduation diplomas, gifts, and suppliesOrder white coats and coordinate the dry cleaning with Bay State LinenOrganize and coordinate new resident and clinical fellow orientation schedulesProvide new residents with textbooks, surgical head loupes and clinical suppliesSupport planning and executing residency educational events and courses as neededProcess reimbursements for education related courses, activities and travelMonitor and coordinate resident compliance with ACLS and PALS required trainingBe 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 OfficeHelp coordinate the Otology Journal Club, Otopathology Conference, Special Problems, and Head and Neck ConferencesMaintain faculty and trainee filesSupport planning and executing departmental events as neededMedical Students:Organize daily/weekly rotations for Harvard Medical Students and US Medical StudentsAssist medical students as needed while rotating at MEE including providing IDs, scrub access and Epic accessAnswer all inquiries from medical students interested in clerkship/elective/summer internshipCoordinate evaluations from physicians on student performanceProvide students with verification and letters of recommendationKeep record of all rotating medical studentsProvide Vice Chair of Education with Sub-I rotation evaluation reportsOrganize medical student webinars to provide informational sessions for prospective traineesMedical 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 hospitalAssist with various daily questions of foreign-speaking visitorsOrganize daily/weekly/monthly rotation schedulesKeep clear record of all rotating observers and visitorsProvide letters and certificates detailing visitors' activities, as neededQualifications:Bachelor’s degree preferred, three plus years administrative experience preferably with academic medical center departmentsSkills/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 organizationWorking Conditions:Office settingHybrid roleAdditional Job Details (if applicable)Remote TypeHybridWork Location243-245 Charles StreetScheduled Weekly Hours40Employee TypeRegularWork ShiftDay (United States of America)Pay Range$19.81 - $28.30/HourlyGrade3At 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. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.EEO Statement: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.Mass General Brigham Competency FrameworkAt 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.