Program Coordinator

1 month ago

Boston, United States Brigham & Women's Hospital(BWH) Full time

GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed.

Reporting to the Radiology Administrative Director (or designee), Vice Chair of Faculty Affairs, and Vice Chair of Academic Advancement, the Program Coordinator will provide administrative support and assistance to ensure the efficient and effective daily functioning of their designated radiology areas.

The Program Coordinator will continually assess and direct a wide range of programmatic issues, including long-range planning, maintaining databases, communicating with faculty and trainees regarding various topics, and managing internal and external program relations in faculty affairs and academic advancement of radiologists.   

Ideal Candidate: Will have Program Coordination or Program Management experience.

PRINCIPAL DUTIES AND RESPONSIBILITIES:   Indicate key areas of responsibility, major job duties, special projects, and key objectives for this position.  These items should be evaluated throughout the year and included in the written annual evaluation.

  1. Manages Outlook calendars for physicians and administrators as assigned, including the designated Vice Chairs and Associate Chairs
  1. Must have the ability to prioritize requests for meetings and appointments.   Communicate meeting announcements, confirmation, updates, and cancellations via Outlook Calendar and email based on attendee responses.  Monitor assigned calendars for meeting conflicts, travel time, and meeting availability.
  1. Ability to prioritize program issues for prompt follow-up. 
  1. Faculty Affairs and Academic Advancement Activities, including but not limited to (with assistance from Vice Chair and Associate Chairs):

a. Organize and maintain a database of faculty by rank.

b. Organize and maintain a database of faculty awards by rank.

c. Organize and maintain a database of awards by eligible faculty.

d.  Using the databases, create metrics of award winners by rank, division, and other demographics.

e.  Help apply for and maintain grants to help promote faculty affairs (i.e., BWELL Grant)

f. Work with the Associate Chair of Faculty Affairs to organize, research, and explore additional grant and development opportunities for faculty by rank and demographics.

g. Help create and maintain initiatives surrounding special faculty groups, including new faculty, women, and underrepresented minorities in radiology.

h. Organize and facilitate special activities for faculty development, including job fairs and luncheons.

i.  Create and maintain a new faculty handbook that includes department operating procedures.

j.  Maintain a database of mentorship with the Vice Chair of Faculty Affairs and schedule meetings with new faculty for mentorship.

Overall:

a.        Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluate and standardize office procedures and effectively troubleshoot and resolve issues.

b.       Maintains databases with faculty data, including rank, section, and demographics.

c.        Receives inquiries from faculty and applicants and triages as necessary to others within the department or other hospital/ Mass General Brigham Faculty Affairs departments.

d.       Arranging, scheduling, and handling all activities

e.        Help coordinate new faculty orientation activities with Vice Chairs and Associate Chair

f.        Coordination of miscellaneous activities, including dinners, gifts, etc.

g.       Attends and assists with the monthly Faculty Development team meetings and the Radiology Department Promotions Committee meetings.

h.       Performs other duties as assigned by the Vice Chairs and Associate Chairs

  1. Responsible for all secretarial activity, including correspondence, Microsoft Word formatting, and proofing documents; prepares letters, Excel spreadsheets, memos, and other documents; reviews all outgoing correspondence for format, grammar, and factual accuracy, referring any errors or discrepancies to the author.   Provides CV assistance, as needed, for faculty, particularly regarding format and organizational issues.
  1. Schedules meetings with individuals, small and large groups.  Schedules conference calls with individuals, small and large groups.  Coordinates logistics for all meetings (arrange food, AV needs, conference room booking, bridge line).  Prepares materials for presentations, including overheads, slides, etc.  Prepares meeting agendas and reference materials. Arrange and prepare background material and act as recorder for meetings as requested.  Prepares meeting minutes for review by the meeting organizer/facilitator.
  1. Proactively practices department and hospital privacy and security policies and procedures. 
  1. Performs other duties as assigned by the Vice Chair of Faculty Affairs and Vice Chair of Academic Advancement

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