Summary
Responsible for coordinating project and program activities, managing documentation, and facilitating communication among team members to ensure the successful execution of projects/tasks. Track and ensure the schedule, and details of a program and/or project tasks are well organized. Organize reporting, plan meetings, and provide updates to Administrative Manager.
Does this position require Patient Care? No
Essential Functions-Maintain and monitor programs, project plans, project schedules, work hours, and expenditures.
-Organize, attend, and participate in stakeholder meetings.
-Document and follow up on important actions and decisions from meetings.
-Prepare necessary presentation materials for meetings.
-Ensure project deadlines are met.
-Ensure projects adhere to frameworks and all documentation is maintained appropriately for each project.
-Oversee multiple projects simultaneously, exercising appropriate judgement in balancing priorities.
-Assist Administrative Manager with department event planning and faculty recruitment.
-Stand in for others during vacations and time away.
-Other duties as assigned.
Event Planning:
The DOS holds 2-3large(300+) events and 12-15smaller (>100) eventsannually
- Developproject plans for events
- Establishandmaintainrelationships with vendors and venues
- Planevent details and aspects, including seating,food,and guestlists
- Support events and address potential problems that may arise
- Plan for potential scenarios that couldimpactthe integrity of the event
- Maintain a working knowledge of the complex needs of a wide variety of events
- Manageeach aspect of the event planning process, including vendor referrals, coordinating event details,and provideor arrangegeneral supportthroughout the event
- Provide excellent customer service, organized and consistent communication as well as streamline event preparation, whilerepresentingtheDepartment of Surgerywith a professional image
Recruitment:Faculty/Surgeons/Principal Investigators
- In consultation with Administrative Manager and Division Chief, develop a plan for each divisional role to be recruited
- Develop a clear position description that includes essential qualifications, experience, and DEI language requirements.
- Support the administrative manager in the approval and posting of ads to relevant job boards including Diversity,Equityand Inclusion (DEI) job boards
- Proactively communicate with all stakeholders: BWH senior leadership, Division Chiefs, Administrative Directors, search committee members, candidates
- Data collection:
- For each search create a folder system by which all information is saved and accessed by search committees and DOS leadership
- All applications received are saved for review and tracked for DEI and HMS purposes
- Harvard Medical School Office of Faculty Affairs search documentation
- Candidate Evaluations
- Offer Letter and employment agreements
- Manage candidate interviews, first round and second round, onsite interviews
- Coordinate all stakeholder's availability, candidates, search committees and clinical partners and research collaborators
- Schedule interviews and create itineraries
- Plan candidate travel: flights, airport transportation, hotel accommodations, dinner reservations
- Process reimbursements for candidates as necessary
Grand Rounds:
- Provide program management for the Surgery Grand Rounds Course Director in the implementation and planning of Grand Rounds and Visiting Professor lectures.
- Serve as the primary liaison to the faculty and staff, Visiting Professors and MGB Faculty coordinating all grand round operations; this may include issues related to specific visits, presentations, key person involved in other key communique such as site visits.
- With Surgery Grand Rounds Course Director and committee, help to identify Visiting Professors (VP). Manage schedule, establish speakers travel arrangements, hotel accommodations, transportation itinerary, manage all incurred expenses, reimbursements, and honorariums.
- This location of this role is dependent on programming taking place at the Brigham and Women's Hospital campus or the Mass General Hospital campus.
EducationHigh School Diploma or Equivalent required and Associate's Degree Related Field of Study preferredCan this role accept experience in lieu of a degree?NoLicenses and CredentialsExperienceProject support or administrative experience 3-5 years requiredKnowledge, Skills and Abilities- Knowledgeable of basic business administrative principles and project management best practices.- Exceptional verbal, written, and presentation skills.- Ability to work effectively both independently and as part of a team.- Competency in Microsoft applications including Word, Excel, and Outlook.- Ability to work on tight deadlines.- Knowledge of file management and other administrative procedures.
Physical Requirements
- Standing Occasionally (3-33%)
- Walking Occasionally (3-33%)
- Sitting Constantly (67-100%)
- Lifting Occasionally (3-33%) 20lbs - 35lbs
- Carrying Occasionally (3-33%) 20lbs - 35lbs
- Pushing Rarely (Less than 2%)
- Pulling Rarely (Less than 2%)
- Climbing Rarely (Less than 2%)
- Balancing Occasionally (3-33%)
- Stooping Occasionally (3-33%)
- Kneeling Rarely (Less than 2%)
- Crouching Rarely (Less than 2%)
- Crawling Rarely (Less than 2%)
- Reaching Occasionally (3-33%)
- Gross Manipulation (Handling) Constantly (67-100%)
- Fine Manipulation (Fingering) Frequently (34-66%)
- Feeling Constantly (67-100%)
- Foot Use Rarely (Less than 2%)
- Vision - Far Constantly (67-100%)
- Vision - Near Constantly (67-100%)
- Talking Constantly (67-100%)
- Hearing Constantly (67-100%)
The Brigham and Women's Hospital, Inc. is an Equal Opportunity 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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Brigham and Women's Hospital
Apr 14, 2026