Working closely with the Department of Medicine (DOM) administrative team, the Administrative Coordinator will provide critical administrative and program support for ongoing departmental initiatives.
PRINCIPAL DUTIES & RESPONSIBILITIES
•Support the Chief of Medicine, Vice President, and other senior leadership on a variety of administrative tasks including (but not limited to):
oSchedule meetings and events
oProvide support over meeting preparation and follow up
oManage meeting minutes and next steps
oProvide materials and agendas for meetings as needed
oCollect and organize data
oManage RSVPs and logistics
•Provide programmatic support for DOM leadership councils and task forces
oPlan and oversee events, large meetings
oSend large communications and instructions related to program tasks
oObtain and organize materials for task force meetings
oWork with DOM Finance Manager on any budget related items and awards
•Provide office management for DOM Central including:
oFacilities and equipment oversight
oOffice space assignment and inventory
oCommunication with vendors and maintenance requests
oLinking with Help Desk to manage support requests
oSupervise central administration support staff to ensure administrative work is complete
oCoordinate office computer licenses, use of new systems, and other computer applications.
•Assist in administrative tasks as follows:
oManage, review, and compose outgoing correspondence and documentation
oSchedule and manage logistics for special event planning
oGather data and information for regular DOM documents
oProvide editorial assistance as needed
oAssist in creation and editing of Power Point and other related documents
•Manage various DOM awards and small grant opportunities.
•Manage and coordinate preparation for Harvard Medical School Review including:
oLeading efforts related to updating and gathering necessary information
oEstablishing shared file areas for updated information
oCommunication to Division leadership regarding data needs
oRegularly (annually) request updated CV's for DOM faculty
oWork with Credentialing team for updated faculty lists
•Manage and coordinate DOM Annual Report, Chief's Dashboard and Review, annual career conferences, performance reviews and other annual events.
•Provide systems oversight for all DOM Central Administration. Establish inventory of employee access and training, and grant access to new systems as appropriate.
•Perform additional duties as assigned
Bachelor's Degree required, Masters Degree / Degree Candidate in business administration, health care administration, or related healthcare or management field preferred.
Requires 2-5 years directly related experience.
Excellent interpersonal, communication and organizational skills required.
Proficiency in PC's and MS Office suite.
Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.