Program Coordinator

Job Description - Program Coordinator (3300108)

GENERAL SUMMARY:

Receiving general direction from the Director, Research Operations but displaying a high degree of initiative and independent judgment, the incumbent functions as a critical resource for the leadership team by supporting operational, administrative, and grant management functions. Will monitor, track, and coordinate compliance with research policies and procedures. Will also provide support to the department Diversity, Equity, Inclusion, and Accessibility (DEIA) Program in collaboration with management and the MGH Diversity Office.

The incumbent will work closely with leadership and staff in the administration of programs which requires solid organizational, time management, and problem-solving skills as well as discretion and judgment to prioritize, complete tasks, and handle confidential information. Will possess a thorough knowledge of current MGH, NIH, DoD, and other research-related policies and procedures, guidelines, and standards.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

1. Provide a broad range of administrative and programmatic support to assist management and staff in the development, implementation, monitoring, and improvement of departmental programs and services. Efforts will primarily relate to Blueprint and POCTR along with other programs. Serve as a point of contact with program applicants, contracted teams, vendors, hospital departments, and others.
2. Coordinate various meetings to include scheduling, meeting announcements and reminders, teleconferencing, and other needs.
3. Collaborate with team leaders to prepare reports and other presentation materials for meetings.
4. Attend meetings to take minutes as well as to record and track the status of deliverables.
5. Provide post-meeting support to ensure action items meet established timelines, goals, and milestones, including working closely with the Director of Communications and the Director of Operations.
6. Coordinate various program events (working groups, focus groups, teleconferences, etc.), both on-site and off-site, in collaboration with team leaders and others. Work will include obtaining vendor quotes, arranging the meeting venue, issuing invitations, and tracking responses, troubleshooting, and arranging booth space.
7. Monitor and modify own activities to ensure program activities are orchestrated to meet timetables and deliverables.
8. Coordinate monthly and quarterly reporting milestones for each program.
9. Facilitate communication between CIMIT and the contracted teams to exchange, maintain and process information related to documentation, contract status, and payments.
10. Provide feedback on processes and procedures to management and others for operations improvement and efficiency.
11. Coordinate and assist in grants management and financial operations. Collaborate with the Director, team leaders, and others to ensure completion and accuracy of information. Track and process invoices and other payments. Work within the guidelines and regulations of funding agencies and MGB Research as well as the department.
12. Complete, track, and distribute program award and finance documentation as requested by CIMIT leadership. Work includes collecting vendor quotes, verification of expenses, and processing stipends.
13. Participate in the preparation, monitoring, and tracking of grant applications.
14. Organize, coordinate, and administer proposal development efforts. Obtain materials necessary for submission such as CVs and milestone data. Ensure completeness of proposals, including meeting designated formats. Monitor and manage workflow to ensure timelines are met.
15. Assist primary grant support staff with the development of budgets, budget justifications, letters of support, institutional documentation, and scopes of work.
16. Review, respond to, and coordinate the submittal of proposal materials.
17. Review new awards for reporting requirements; coordinate or negotiate extensions for projects/reports as needed.
18. Provide regular updates to leadership on the status of active and pending contracts.
19. Track resources and expenses for each program.
20. Coordinate metrics gathering and reporting for ongoing awards.
21. Provide DEIA program administration under the umbrella of NIH standards and requirements. Serve as a program liaison in outreach to and collaboration with businesses, schools, and related programs as well as department and hospital resources.
22. Work closely with CIMIT leadership and staff from the MGH Center for Diversity and Inclusion to organize workshops, trainings, and educational sessions.
23. Coordinate the development of DEIA program plans with proposal writers and central offices. Prepare and submit the proposals for external funding opportunities appropriate to faculty research needs and interests, ensuring maximum quality to each proposal. Ensure proposals meet DEIA best practices as well as sponsor requirements.
24. Understand and identify strengths and gaps of the department as it pertains to DEIA practices. Monitor best practices, draft department benchmarks, and make recommendations for incorporation into the department’s policies and practices. Participate as needed in the improvement of departmental operations and practices to support implementation of enhancements.
25. Coordinate educational and certification activities to create a more inclusive department.

Other Responsibilities:

1. Coordinate, compile, and submit monthly reports to NIH and other sponsors as required.
2. Serve as contact regarding policies and information pertaining to sponsored research proposal submission at MGH.
3. Participate in staff meetings, committees, and other workgroups as needed.
4. Complete special projects as they arise and other duties as assigned.

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

1. Knowledgeable of office processes, meeting and event coordination, document preparation and tracking, and grant preparation.
2. Understanding of research administration, proposal-writing, and contracting.
3. Strong administrative skills to support the completion of work and support a wide array of programs.
4. Effective communication skills, including customer relations, the ability to work with personnel across the organization and at all levels along with serving as a liaison with internal and external staff.
5. Strong problem-solving skills; able to troubleshoot processes and procedures and able to make appropriate recommendations for resolutions, improvement, and new practices.
6. Must be self-driven.
7. High level of organizational skills to track and balance work activities, prioritize, meet deadlines, and coordinate the work of others to meet established timelines.
8. Must be able to work independently as well as be an effective member of a team.
9. Strong computer and data entry skills; able to use and update databases.
10. Able to maintain work knowledge and engage in own professional development in areas such as contracting and grants administration.

EDUCATION:

Bachelor’s Degree required in public health, business administration, or related field.

EXPERIENCE:

Minimum of 1-3 years of experience with these responsibilities, including administrative and grant activities required. Direct experience with sponsored research in a medical/healthcare-related setting required.

FISCAL RESPONSIBILITY:

Prudent use of hospital resources. Cost-effective sourcing of meeting and other services.

WORKING CONDITIONS:

Remote with a yearly optional conference attendance.

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.