Research Project Coordinator - Department of Medicine

Tufts Medicine - Boston, MA

Full-time - Entry Level

Boston, MA

Ambulatory Health Care Services

About the position

The Research Project Coordinator at Tufts Medicine plays a crucial role in the Department of Medicine, focusing on the research and development of new products, innovation, and the improvement of existing processes. This position is designed for individuals who are passionate about contributing to clinical research and supporting the development of new products. The coordinator will be responsible for overseeing the design, implementation, and delivery of various research processes and programs, utilizing specialized knowledge typically acquired through advanced education. This role is characterized as an entry-level position that applies broad theoretical knowledge and requires close supervision, as the problems faced are generally not complex. The coordinator will serve as a vital link between administrative staff, fellows, faculty, and external colleagues, ensuring effective communication among all research stakeholders. In this role, the coordinator will provide a wide range of project management and administrative support to key players involved in research activities. This includes creating project plans and timelines, organizing meetings, and maintaining communication channels. The coordinator will also be responsible for compiling content for communications, promoting research activities through social media, and managing IRB protocols to enhance study enrollment. Additionally, the coordinator will coordinate seminars and special events, manage budgets, and act as a liaison for distinguished guests and donors. The position requires the ability to develop and maintain effective working relationships with senior administration and medical staff, ensuring compliance with hospital policies and quality assurance programs. The coordinator will also be tasked with preparing marketing materials, creating reports and presentations, and following up on action items to ensure project milestones are met.

Responsibilities

• Provides support to stakeholders through creating project plans and timelines related to research activities.
• Creates the agenda, summaries, and tracks action items for committee meetings.
• Compiles and curates content for communications.
• Promotes activities through maintaining social outlets.
• Organizes and maintains the list of active IRB protocols to better understand the landscape of research, find better ways to enhance enrollment, and create additional awareness of studies.
• Prioritizes meetings and resolves conflict by calling calendar issues to the Research Sponsor's attention.
• Coordinates seminars and special events, develops and manages budgets, organizes guest speaker itineraries and travel arrangements, plans the agendas and event schedules, prepares all correspondence required, and maintains meeting material files.
• Acts as a VIP liaison, hosts and organizes distinguished scientists and other donors.
• Develops and maintains effective working relationships with senior administration and medical staff necessary to carry out the goals, objectives, and initiatives of the Executive Director.
• Ensures compliance with established hospital policies, quality assurance programs, safety and infection control policies and procedures.
• Provides recommendations for system improvements and works with leadership to implement as needed.
• Prepares marketing materials for meetings and conferences; assists with the tenor, nature, and content of both the newsletter and website.
• Creates reports and presentations.
• Maintains files and cost tracking spreadsheets.
• Utilizes good judgment to determine what questions or routine issues can be dealt with while keeping them abreast of all activity.
• Actively follows-up on action items to ensure that deadlines are met as needed and progress is being made toward achieving milestones.
• Staffs all Scientific Advisory Board Committees including the Development Core, Statistical Core, and Clinical Trial Central Research Coordinator Core.
• In conjunction with the Research Sponsors, solicits information and materials, reports on accomplishments, compiles publication, research grant, and clinical trial lists, arranges photos to be shot per specific issue, builds the team calendar which includes the deadlines for abstract submissions and conference/seminar registrations, and oversees the overall operations of creating the publication.
• Drafts and publishes content on behalf of the Executive Director while coordinating with the marketing and public relation teams to ensure that output is effective and appropriate under hospital policy.
• Arranges travel (both national and international), hotel reservations, passports and visas, etc., and prepares detailed itineraries for all travel.

Requirements

• Bachelor's degree.
• Two (2) years of related experience.

Nice-to-haves

• Prior experience in academic or medical research experience.