Program Coordinator - Radiology/Faculty Affairs and Academic Advancement - M-F 8-5

Mass General Brigham - Boston, MA

Full-time - Entry Level

Boston, MA

Ambulatory Health Care Services

About the position

The Program Coordinator for Radiology/Faculty Affairs and Academic Advancement plays a crucial role in supporting the administrative functions of the Radiology department at Brigham and Women's Hospital. Reporting directly to the Radiology Administrative Director, Vice Chair of Faculty Affairs, and Vice Chair of Academic Advancement, this position is responsible for ensuring the efficient and effective daily operations of various radiology programs. The coordinator will engage in a wide range of programmatic issues, including long-range planning, database management, and communication with faculty and trainees. This role is essential for managing internal and external relations related to faculty affairs and the academic advancement of radiologists. The ideal candidate will possess experience in program coordination or management, demonstrating the ability to prioritize tasks and manage multiple responsibilities effectively. The Program Coordinator will be tasked with organizing and maintaining databases related to faculty ranks, awards, and mentorship programs. They will also assist in applying for grants and developing initiatives that support special faculty groups, including new faculty, women, and underrepresented minorities in radiology. The coordinator will facilitate activities aimed at faculty development, such as job fairs and luncheons, and will be responsible for creating a comprehensive new faculty handbook that outlines departmental procedures. In addition to these responsibilities, the Program Coordinator will manage the scheduling of meetings, coordinate logistics for events, and ensure that all correspondence and documentation are accurate and professionally presented. This role requires a high level of organization, discretion, and the ability to work independently while maintaining strict confidentiality. The Program Coordinator will also be expected to adhere to departmental and hospital privacy and security policies, ensuring that all activities align with the institution's standards.

Responsibilities

• Manage Outlook calendars for physicians and administrators, including Vice Chairs and Associate Chairs.
• Prioritize requests for meetings and appointments, communicating updates via Outlook Calendar and email.
• Organize and maintain databases of faculty by rank, awards, and eligible faculty.
• Create metrics of award winners by rank, division, and demographics using maintained databases.
• Assist in applying for and maintaining grants to promote faculty affairs, such as the BWELL Grant.
• Work with the Associate Chair of Faculty Affairs to explore additional grant and development opportunities.
• Create and maintain initiatives for special faculty groups, including new faculty, women, and underrepresented minorities in radiology.
• Organize and facilitate special activities for faculty development, including job fairs and luncheons.
• Develop and maintain a new faculty handbook that includes department operating procedures.
• Maintain a database of mentorship and schedule meetings for new faculty.
• Evaluate and standardize office procedures, maintaining filing and record-keeping systems.
• Receive inquiries from faculty and applicants, triaging as necessary to appropriate departments.
• Coordinate new faculty orientation activities with Vice Chairs and Associate Chair.
• Attend and assist with monthly Faculty Development team meetings and Radiology Department Promotions Committee meetings.
• Perform secretarial activities, including correspondence and document preparation, ensuring accuracy and professionalism.
• Schedule meetings and conference calls, coordinating logistics for all events, including food and AV needs.
• Prepare materials for presentations and meeting agendas, acting as recorder for meetings as requested.

Requirements

• Associate degree preferred.
• 3-5 years of experience as an executive or administrative assistant in a healthcare setting, preferably in Radiology.
• Ability to assess complex situations and initiate appropriate actions.
• Highly organized with the ability to multi-task and prioritize tasks effectively.
• Excellent interpersonal skills with the ability to communicate well orally and in writing with diverse groups.
• Capable of working independently while exercising discretion and sound judgment.
• Proficient in Microsoft Word, Excel, PowerPoint, Access, and other Microsoft programs.

Nice-to-haves

• Experience in grant writing and management.
• Familiarity with faculty development programs.
• Knowledge of diversity and inclusion initiatives in academic settings.

Benefits

• Health insurance coverage.
• Dental insurance coverage.
• 401k retirement savings plan.
• Paid holidays and vacation time.
• Professional development opportunities.