Administrative Program Coordinator

Mass General Brigham is a not-for-profit organization that supports patient care, research, teaching, and community service. The Administrative Program Coordinator is responsible for coordinating project and program activities, managing documentation, and facilitating communication among team members to ensure the successful execution of projects and tasks. Responsibilities Maintain and monitor programs, project plans, project schedules, work hours, and expenditures Organize, attend, and participate in stakeholder meetings Document and follow up on important actions and decisions from meetings Prepare necessary presentation materials for meetings Ensure project deadlines are met Ensure projects adhere to frameworks and all documentation is maintained appropriately for each project Oversee multiple projects simultaneously, exercising appropriate judgement in balancing priorities Assist Administrative Manager with department event planning and faculty recruitment Stand in for others during vacations and time away Other duties as assigned Develop project plans for events Establish and maintain relationships with vendors and venues Plan event details and aspects, including seating, food, and guest lists Support events and address potential problems that may arise Plan for potential scenarios that could impact the integrity of the event Maintain a working knowledge of the complex needs of a wide variety of events Manage each aspect of the event planning process, including vendor referrals, coordinating event details, and provide or arrange general support throughout the event Provide excellent customer service, organized and consistent communication as well as streamline event preparation, while representing the Department of Surgery with a professional image In consultation with Administrative Manager and Division Chief, develop a plan for each divisional role to be recruited Develop a clear position description that includes essential qualifications, experience, and DEI language requirements Support the administrative manager in the approval and posting of ads to relevant job boards including Diversity, Equity and Inclusion (DEI) job boards Proactively communicate with all stakeholders: BWH senior leadership, Division Chiefs, Administrative Directors, search committee members, candidates For each search create a folder system by which all information is saved and accessed by search committees and DOS leadership All applications received are saved for review and tracked for DEI and HMS purposes Harvard Medical School Office of Faculty Affairs search documentation Candidate Evaluations Offer Letter and employment agreements Manage candidate interviews, first round and second round, onsite interviews Coordinate all stakeholder’s availability, candidates, search committees and clinical partners and research collaborators Schedule interviews and create itineraries Plan candidate travel: flights, airport transportation, hotel accommodations, dinner reservations Process reimbursements for candidates as necessary Provide program management for the Surgery Grand Rounds Course Director in the implementation and planning of Grand Rounds and Visiting Professor lectures Serve as the primary liaison to the faculty and staff, Visiting Professors and MGB Faculty coordinating all grand round operations; this may include issues related to specific visits, presentations, key person involved in other key communique such as site visits With Surgery Grand Rounds Course Director and committee, help to identify Visiting Professors (VP). Manage schedule, establish speakers travel arrangements, hotel accommodations, transportation itinerary, manage all incurred expenses, reimbursements, and honorariums Skills Coordinate project and program activities Manage documentation and facilitate communication among team members Track and ensure the schedule and details of a program and/or project tasks are well organized Organize reporting, plan meetings, and provide updates to Administrative Manager Maintain and monitor programs, project plans, project schedules, work hours, and expenditures Organize, attend, and participate in stakeholder meetings Document and follow up on important actions and decisions from meetings Prepare necessary presentation materials for meetings Ensure project deadlines are met Ensure projects adhere to frameworks and all documentation is maintained appropriately for each project Oversee multiple projects simultaneously, exercising appropriate judgement in balancing priorities Assist Administrative Manager with department event planning and faculty recruitment Stand in for others during vacations and time away Develop project plans for events Establish and maintain relationships with vendors and venues Plan event details and aspects, including seating, food, and guest lists Support events and address potential problems that may arise Plan for potential scenarios that could impact the integrity of the event Maintain a working knowledge of the complex needs of a wide variety of events Manage each aspect of the event planning process, including vendor referrals, coordinating event details, and provide or arrange general support throughout the event Provide excellent customer service, organized and consistent communication as well as streamline event preparation, while representing the Department of Surgery with a professional image In consultation with Administrative Manager and Division Chief, develop a plan for each divisional role to be recruited Develop a clear position description that includes essential qualifications, experience, and DEI language requirements Support the administrative manager in the approval and posting of ads to relevant job boards including Diversity, Equity and Inclusion (DEI) job boards Proactively communicate with all stakeholders: BWH senior leadership, Division Chiefs, Administrative Directors, search committee members, candidates Create a folder system by which all information is saved and accessed by search committees and DOS leadership Save all applications received for review and track for DEI and HMS purposes Manage candidate interviews, first round and second round, onsite interviews Coordinate all stakeholder's availability, candidates, search committees and clinical partners and research collaborators Schedule interviews and create itineraries Plan candidate travel: flights, airport transportation, hotel accommodations, dinner reservations Process reimbursements for candidates as necessary Provide program management for the Surgery Grand Rounds Course Director in the implementation and planning of Grand Rounds and Visiting Professor lectures Serve as the primary liaison to the faculty and staff, Visiting Professors and MGB Faculty coordinating all grand round operations Help to identify Visiting Professors (VP) with Surgery Grand Rounds Course Director and committee Manage schedule, establish speakers travel arrangements, hotel accommodations, transportation itinerary, manage all incurred expenses, reimbursements, and honorariums Benefits Comprehensive benefits Career advancement opportunities Differentials Premiums and bonuses Recognition programs Company Overview Mass General Brigham specializes in providing medical treatments and health diagnostics services. It was founded in 1994, and is headquartered in Somerville, Massachusetts, USA, with a workforce of 10001+ employees. Its website is Company H1B Sponsorship Mass General Brigham has a track record of offering H1B sponsorships, with 2 in 2026, 77 in 2025, 61 in 2024, 93 in 2023, 70 in 2022, 80 in 2021, 29 in 2020. Please note that this does not guarantee sponsorship for this specific role.