As part of the Brigham and Women's Hospital's Emergency Department, the Office of Inclusion, Diversity, Equity, and Social Justice (IDEaS) is committed to building a department that promotes racial, ethnic, gender, and religious diversity through recruiting and promoting an engaged and empowered staff. The Program Coordinator will provide administrative and project management support to Program Manager of the Office of IDEaS. This includes:
The Program Coordinator will provide administrative support for the Office of IDEaS Leadership, which includes the Program Manager and several Program Leads and other collaborators. The incumbent will work closely with other Hospital Leadership administrative support to pursue the goals of the Office. The ideal candidate will be detail oriented, able to work independently, exercise direction and judgment to complete work by appointed deadlines with minimal supervision and will be able to effectively manage multiple projects.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
- Calendar management: schedule group meetings, committee meetings, programs and events. Ability to coordinate several calendars, resolve conflicts, and prioritize meetings.
- Triage urgent issues and resolve meeting conflicts and scheduling challenges.
- Assist and coordinate (ad hoc needs i.e. faculty recruitment/interviews).
Diversity & Inclusion.
- Assist with faculty onboarding (i.e. access, badges, parking, lab coats etc.).
- Make travel arrangements as needed.
- Submit expense reports.
- Schedules and supports several Programs, committees and initiatives including:
- Front-Line Indigenous Partnership (FLIP).
- Ad Hoc Committee's (i.e. nascent IDEaS or FLIP initiatives).
- Other activities include data gathering and analysis (using Excel spreadsheet formats), drafting correspondence, transcription of reports, proofreading, photocopying, and filing copies of correspondence and other materials in a timely, systematic method to ensure easy retrieval of information as needed.
- Responsible for timely production of slides using Microsoft PowerPoint for a variety of teaching assignments and lecture as well as the production of "letter quality" hard copies, as needed, for lecture notes or publications.
- Other duties as assigned.
Project and Committee Support The Program Coordinator will play an integral administrative support role with the various department- and hospital-wide projects and committees. This will involve:
- Scheduling and coordinating meetings.
- Coordinating meeting agenda/minutes, documenting necessary follow-up items.
- Compiling handouts or documents for review at meetings.
- Organizing and preparing projects and programs for assigned physicians and IDEaS Leadership Team by the appropriate deadlines.
- Following-up with committee members regarding information exchange and ensuring that various written projects and proposals are completed by the presentation deadlines.
- Coordinating, scheduling, and planning group meetings, special programs and/or functions.
- Requesting, receiving, monitoring and accounting for data and other types of written input for overall projects.
- Organizing data and written information into draft projects and proposals for the physicians' review and edits.
- Building program portfolios for the Office of IDEaS.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
- Organizational Skills: Ability to manage work processes in a neat and orderly way and to sort and alphabetize. Ability to manage multiple tasks effectively, follow established protocols, and work within systems.
- Demonstrated organizational skills, ability to handle several projects and simultaneous deadlines.
- Ability to work well under pressure and prioritize work from several sources.
- Must be detail oriented.
- Able to work independently and exercise discretion and judgment to complete work by appointed deadlines with minimal supervision.
- Adaptability: Must be able to adjust to evolving situations, as necessary, within the scope of the position.
- Analytical skills: Must be able to capture information, think logically and draw accurate conclusions from information, and to see patterns and make appropriate inferences.
- Writing Skills: Ability to correspond and communicate with others clearly and effectively in writing (via email, memo or interoffice note) and to take complete and accurate messages. May respond directly on behalf of manager/provider without direction or instruction.
- Computer System Skills: Ability to type and enter data effectively and at a more advanced level. Intermediate level computer skills including the ability to use word processing, spreadsheet, database and presentation applications.
- Ability to quickly learn and use new computer applications and tools at intermediate or better level.
- Ability to use social media platforms at an administrative level to post updates and manage user responses.
- Verbal skills: Ability to interpret information as appropriate, answer complex questions thoughtfully and professionally; communicate in a professional, courteous, clear and concise manner.
- Excellent interpersonal skills.
- Ability to interact effectively with physicians, staff members and visitors to the department.
- Phone skills: Ability to use phone system (answer and screen calls, put on hold), handle more complex calls and give more detailed information.
- Excellent telephone and communication skills.
- Routine office procedures including filing, copying, scanning, printing, and faxing.
- Graphic Design Skills: basic ability to use graphic design software, to manipulate electronic graphic elements within word processing and presentation software, design of simple brochures and pamphlets, design of templates for reports and documents.
- Basic accounting skills: financial aptitude, basic to intermediate comprehension of billing and fiscal information.
- Knowledgeable and compliant with all hospital, State and Federal requirements (where applicable to job performance), including policy and procedures with The Joint Commission and HIPAA.
Level of education required:
- Bachelor's degree in health care administration, business, communications or another related field.
Work experience required:
- Three to five years of applicable work experience
- Graphic design, marketing and/or event planning experience are strongly desired
- Advanced knowledge of Microsoft Word (including formatting), Excel (including pivot tables and advanced formulas) and PowerPoint (including art and video inserts).
- Cross cultural sensitivity is a must.
Brigham and Women's Hospital is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, sexual orientation, protected veteran status, or on the basis of disability.