Program Coordinator BWH Sleep Medicine

2 weeks ago

Boston, United States Brigham & Women's Hospital(BWH) Full time
GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed.

Working under the general supervision of the Department of Medicine (DOM), Sleep and Circadian Disorders Division (DSCD) Administrative Director (AD) and the Division Chief, the Project Coordinator:

  1. Manages the Brigham & Women's Hospital (BWH) and Harvard Medical School (HMS) promotions and appointments process for the division.
  2. Manages the division's research and clinical credentialing process for professional staff/faculty to ensure that faculty and fellows are appointed and credentialed in a timely manner.
  3. Facilitates visa processing for international faculty and staff in collaboration with MGB's International Office (PIPS).
  4. Supports AD with implementing HR processes using Workday. This includes: job postings, hirings, terminations, salary changes, etc.
  5. Supports AD with ad-hoc projects as needed.
  6. Reports to AD


This role requires a comprehensive and detailed understanding of departmental and hospital policies as well as a high degree of initiative, independent judgment, excellent communication, time-management, organizational and project management skills.

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. Processes all new BWH faculty, fellow and professional sponsored staff applications. Works with the DOM and a variety of Hospital offices to credential, appoint and onboard new clinical and research faculty, clinical and research fellows and clinical and research professional sponsored staff.

• Under the direction of the Division Chief, drafts letters and required documentation to request faculty and fellow BWH and HMS appointments. Requires solid working knowledge of criteria for various academic ranks.

• Responsible for responding to DSCD and DOM requests for information on current and former faculty and fellows (including but not limited to DOM annual report, DOM biannual calls for reprints/publications and accolades).

• Ensures that all credentialing process steps are completed in a timely manner for both clinicians and researchers and keeps abreast of current and changing research and clinical credentialing and licensing requirements for BWH and Massachusetts, respectively.

• Ensures that departing faculty, fellows and sponsored staff are terminated from all systems.

2. Manages the Division's non-T32 research fellow Selection Committee. Maintains applicant database, coordinates BWH DSCD Fellows Selection Committee and any ad hoc Faculty Search Committees. This includes organizing applications, scheduling meetings, scheduling interviews, taking meeting minutes, etc. Manages Division's ad-hoc program for medical student rotations and observerships. On-boards rotators and observers. Creates and maintains schedule.

3. Serves as liaison between Division and MGB International (PIPS) Office to process all visas, both new, amendments and renewals for professional and non-professional appointments. Serves as a resource person for faculty and fellows with visa related questions. Must keep abreast of non-immigrant visa regulations for all foreign physicians.

4. Supports AD with implementing HR processes using Workday. This includes: job postings, hirings, reduction in force (RIF) processes and terminations, salary changes, etc. Becomes an expert in using Workday by taking special training sessions to improve skills. Works hand-in-hand with AD on implementing HR processes.

5. Works on ad-hoc administrative, financial and operations projects as directed by the AD. The nature of these projects will vary depending on division needs; takes initiative using all available resources; follows through on issues when needed; applies knowledge as appropriate with little direction.

6. Provides support to planning yearly Sleep Division events and other major events and training for faculty and fellows.

7. All other duties as required.

job.)

• Excellent written and verbal communication skills.

• Ability to multi-task and organize information.

• Ability to handle sensitive information with absolute confidentiality.

• Customer-service orientation.

• Ability to make decisions independently or to escalate issues as needed.

• Proficiency in MS Office applications and ability to learn new systems. Preferred but not required familiarity with Workday.

• Works on projects, takes initiative using all available resources, follows through on issues when needed, applies knowledge as appropriate with little direction.

• Provides cross coverage as needed.

• Follows HIPAA guidelines for the management of patient privacy and confidentiality.

WORKING CONDITIONS: Describe the conditions in which the work is performed.

Office environment with possibility of hybrid work arrangements (work remotely 1-3 days)

SUPERVISORY RESPONSIBILITY: List the number of FTEs supervised.

None.

FISCAL RESPONSIBILITY: Indicate financial "scope" information, i.e.: size of budget, volume, revenue, etc.

None.

Qualifications

QUALIFICATIONS: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)

• Associates or Bachelor's Degree preferred but not required. Experience can replace degree.

• Minimum three years experience in a health care organization in an administrative support or clinical support role.

EEO Statement

BWH is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. 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

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