Project Coordinator

Massachusetts General Hospital - Boston, MA

Full-time - Entry Level

Boston, MA

Hospitals

About the position

The MGH Center for Global Health is dedicated to the belief that everyone, everywhere has a right to good health. The center partners with diverse communities to exchange life-saving ideas, catalyze scientific discoveries, deliver compassionate care, and train the next generation of leaders in global health. Under the general direction of the Program Manager, the incumbent will provide essential administrative support to the Associate Directors and Administrative staff within the Center. This role requires maintaining a close and highly responsive relationship with all members of the department and performing several cross-center administrative functions. The position is integral to the smooth operation of the Center, ensuring that all administrative tasks are executed efficiently and effectively. The incumbent will be responsible for a variety of administrative tasks, including direct support to the Directors of Global Research and Global Clinical Education. This includes scheduling complex meetings, making travel arrangements, assisting with seminar planning, and managing correspondence related to administrative functions. The role also involves maintaining the Uganda Guest House, coordinating clinical collaborations, managing reimbursements, and updating the CGH intranet resources. The position requires a proactive approach to problem-solving and the ability to juggle multiple tasks in a fast-paced environment. In addition to administrative duties, the incumbent will coordinate awards and events, including the Global Health Community Engagement Awards and the Annual Global Health Expo. This involves monitoring applications, organizing selection committee meetings, and managing event logistics. The role also includes responsibilities related to human resources, such as timekeeping, onboarding new hires, and assisting with visa applications. Overall, this position is crucial for supporting the mission of the Center for Global Health and ensuring that all administrative functions are carried out to the highest standard.

Responsibilities

• Provide administrative support to the Director of Global Research and Director of Global Clinical Education, including scheduling, travel arrangements, and seminar planning.
• Schedule complex meetings involving multiple individuals and organizations, both domestically and internationally.
• Make travel arrangements as required, including flights, hotels, and car rentals.
• Assist with registration for meetings and conferences.
• Collaborate with departmental leadership to develop and implement administrative systems and procedures to optimize workflow.
• Prepare and distribute routine correspondence related to administrative functions within the Center.
• Maintain Director's calendars, scheduling internal and external meetings and conferences as needed.
• Assist with procurement for Center programs and projects via E-buy, E-Check, and wire transfers.
• Coordinate and prioritize projects with program-led supervision as requested.
• Maintain communication with the Uganda-based Guest House Manager and manage Guest House information on external websites.
• Answer queries for travelers wishing to stay at the Uganda Guest House and maintain billing and receipt of payment for guests.
• Provide comprehensive administrative support to global health clinical collaborations across MGH.
• Maintain and reconcile corporate credit cards and submit staff reimbursements for the Administrative Director and Director of Global Nursing.
• Update administrative resources on the MGH CGH intranet to ensure relevance and accuracy.
• Monitor the MGH CGH Administration inbox for new applications for awards and events, reviewing applications with the award committee.
• Produce promotional materials for the Annual Global Health Service Awards and manage the application process.
• Oversee the Expo Planning Committee for the Annual MGH Global Health Expo, managing logistics and communications.
• Coordinate details for Global Health Community Appreciation Events, including venue, food, and guest list management.
• Maintain a calendar of Global Health Community meeting presenters and facilitate hybrid meetings.
• Serve as the lead timekeeper for Center for Global Health staff and liaise with UKG Dimensions for timekeeping queries.
• Organize and schedule interviews for new hire candidates and assist with onboarding processes.

Requirements

• BA required; MA in public health or health equity related field preferred.
• 1-2 years of professional experience strongly preferred.
• Ability to perform comprehensive administrative duties in a dynamic, fast-paced environment.
• Self-motivated and able to work independently with minimal supervision.
• Demonstrated judgment to organize priorities across multiple individuals.
• Proficient in scheduling complex meetings across time zones.
• Ability to handle confidential information with discretion.
• Exceptional organizational skills and ability to manage multiple tasks and competing priorities.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.

Nice-to-haves

• Experience working with senior clinical and non-clinical staff.
• Familiarity with procurement processes and systems used within the institution.
• Experience in event planning and coordination.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Life insurance coverage
• 401k retirement savings plan
• Paid holidays and vacation time
• Professional development opportunities
• Flexible scheduling options