Academic Affairs Project Coordinator

Job Description

Job Description

3736 Academic Affairs Program Coordinator, Boston, MA, 3 Month Contract
Sigma Systems is currently looking for an Academic Affairs Program Coordinator to work onsite in Boston, MA.

Summary:
The Project Coordinator II leads faculty recruitment, appointments and promotions, onboarding, and related data processes while managing high-priority Department of Medicine projects. Working with department leaders and cross-functional teams, this role coordinates complex work from planning through implementation, improves processes, and prepares clear updates and analysis for decisionmakers. The position requires sound judgment, discretion, and the ability to work independently across a large academic medical department.

Responsibilities:

• Lead faculty recruitment and onboarding processes, including search logistics, candidate communications and visits, offer-letter review, visa coordination, onboarding practices, and tracking.
• Manage faculty appointments and promotions by coordinating dossiers and review timelines, advising faculty on CVs and supporting materials, preparing appointment documents, and tracking hires, departures, and outcomes.
• Plan and manage department-wide and leadership-sponsored projects from charter and workplan through implementation; attend project meetings, prepare agendas, take and distribute minutes, track decisions and action items, and follow up with owners through completion.
• Support department programs and events and provide project-related administrative support to the Chair, Vice Chairs, and Associate Administrative Director; provide coverage for Chair's Office operations as needed.
• Maintain and analyze faculty and project data; develop dashboards, status reports, executive summaries, and presentations; identify risks, evaluate progress, and recommend process improvements.
• Build productive relationships across clinical, research, education, and administrative teams; communicate complex information clearly and manage expectations with professionalism and discretion.

Requirements:

• Bachelor's degree or equivalent combination of education and experience; 3–5 years of experience in healthcare administration, faculty affairs, or project management.
• Strong organizational, communication, analytical, and interpersonal skills, with demonstrated judgment, attention to detail, and ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft Office, Outlook, scheduling systems, and administrative technologies; ability to prepare clear reports and presentations for varied audiences.
• Experience in academic medicine, healthcare, or higher education preferred.