Senior Project Coordinator

About the Role

Responsible for monitoring multiple medium to large-scale project activities, managing documentation, and facilitating communication among team members to ensure the successful execution of projects. Tracks and ensures that the schedule, budget, and details of project tasks are well-organized. Analyzes data, prepares reports, and provides regular updates to the project team. Identifies and escalates issues and risks and recommends solutions. Leads and provides guidance and support to other administrative team members.

Responsibilities

• Takes the lead in maintaining and monitoring multiple project plans, schedules, work hours, budgets, and expenditures.
• Organizes, attends, and participates in stakeholder meetings.
• Ensures projects adhere to frameworks and all documentation is maintained appropriately for each project.
• Assesses and escalates project risks and issues, providing solutions.
• Conducts research, maintains and analyzes data in systems, and develops reports to support projects.
• Liaises with the project team and key stakeholders to help define project requirements, scope, and objectives that align with organizational goals.
• Assigns and monitors resources effectively to boost project efficiency and maximize deliverables.
• Supports Primary Care Program Director as it relates to the Primary Care Program.
• Leads Primary Care Intern recruitment, including supervising all ERAS communications, organizing applicants’ files, contacting applicants and faculty members to schedule interviews, reserving conference space, developing and distributing program information, and organizing all aspects of the interview day.
• Provides calendar support for the Primary Care Director and supports the completion of reports/presentations for ambulatory conferences, residency program meetings, residency review committee visits, or as necessary.
• Assists in the organization of Primary Care Program special sessions, including career lunches, dinners, and related social events.
• Maintains the primary care program alumni list with contact information and updated biographies.
• Organizes and schedules all aspects of the Primary Care Program Graduation/Welcome Dinner (June).
• Assists in the creation and organization of the Residency Program curriculum, working with the Associate Program Director and Chief Residents to identify curriculum topics and speakers.
• Corresponds with speakers to schedule lecture/presentation dates and times, distributes handouts, reserves conference rooms, manages audiovisual needs, orders food, and sends email reminders to housestaff, faculty, and speakers.
• Secures venues, creates invitation lists, organizes save-the-dates, invitations, and RSVPs, processes Advanced Authorization forms, and ensures venue contracts are secured and signed by Senior Director and Vice President of Medicine.
• Works with residency leadership and administrative team to choose menus, secure AV needs, and stay within event budgets.
• Manages the creation of event packets, name tags, and all required handouts for events.
• Attends events when necessary to provide onsite support along with other administrative team members.
• Processes invoices using eChecks/Peoplesoft, reconciles corporate card charges related to events, tracks all expenses, and reports back to the program administrator about incurred expenses.
• Provides administrative support for the Health Policy curriculum for categorical IM residents.
• Serves as program administrator for Health Equity, including coordinating monthly meetings with residency leadership, maintaining community partnerships, scheduling health center tours during orientation, and managing the Social Determinants of Health Elective.
• Manages all trainee rotations for Rosebud, working with the Rural Medicine program and Indian Health Service colleagues to ensure all trainees have background clearance and are onboarded for their rotations.
• Manages the housing calendar for Rural Medicine faculty and trainees for two houses MGH rents in South Dakota.
• Coordinates the Rural Medicine Program curriculum for faculty and trainees (about two sessions per month).
• Handles Rural Health Leadership fellowship recruitment and onboarding, and plans fellowship events.

Requirements

• Bachelor’s Degree in a related field of study required (experience may be accepted in lieu of a degree).
• 1-2 years of project management or project support experience.
• Ability to prioritize, delegate, and manage multiple projects and responsibilities simultaneously.
• Basic financial/accounting skills.
• Strong oral and written communication skills.
• Performs all responsibilities under minimal supervision with intermediate to advanced proficiency in administrative skills.

Benefits

• Competitive pay and comprehensive benefits, including health coverage, retirement plans, and paid time off.
• Professional development and career advancement opportunities.
• Hybrid work environment.

Pay

$53,040.00 - $75,888.80/Annual

Schedule

• Scheduled weekly hours: 40
• Employee type: Regular
• Work shift: Day (United States of America)
• Work location: 90 Blossom Street