Senior Program Coordinator

Site: Mass General Brigham Incorporated

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

Job Summary

Job Profile Summary
Summary
Responsible for monitoring multiple large-scale program activities, ensuring operational efficiency and alignment with organizational goals. Facilitates communication across departments, monitors program timelines, and supports project implementation to enhance program effectiveness. Tracks and ensures the schedule, budget, and details of various project and program tasks are well organized. Analyzes data, prepares reports, and provides regular updates to program leadership. Identifies and escalates issues and risks and recommends solutions. Leads and provides guidance and support to other administrative team members.

Does this position require Patient Care?
No

Essential Functions
-Leads the coordination and monitoring of multiple program activities, timelines, and budgets.


-Organizes meetings and events, prepares agendas, and attends and participates in stakeholder meetings.


-Assesses and escalates program risks and issues and provides solutions.


-Conducts research, maintains and analyzes data in systems, and develops reports to support programs.


-Assigns and monitors resources effectively to boost program efficiency and maximize deliverables.

Qualifications

The Healey & AMG Center for ALS at Mass General unites the world's leading experts to revolutionize how treatments are developed for people with amyotrophic lateral sclerosis (ALS). The Healey & AMG Center supports and accelerates groundbreaking, innovative global clinical trials for the 30,000 people in the U.S. and over 500,000 people worldwide who are affected by ALS. The Healey & AMG Center is composed of a diverse group of researchers, clinicians, project managers, and information technologists at Massachusetts General Hospital, working with collaborators around the globe to find novel therapies for people with ALS. Clinical research is the only way to develop new therapies for the treatment of ALS, which is one of the strategic initiatives at the core of the Healey & AMG Center for ALS and the Neurological Clinical Research Institute (NCRI).

Under the supervision of the Program Manager of the Healey & AMG Center & NCRI, the Senior Program Coordinator will provide programmatic, administrative, and communications support for the Healey & AMG Center Programs, ALS Finding a Cure (ALSFAC), and Neurological Clinical Research Institute.

The position requires a high degree of flexibility, the ability to prioritize tasks, independence, and willingness to participate in multiple activities and provide support by working with the team.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Relevant activities include, but are not limited to the following:

Program Management

• Provides Program support for Healey & AMG Center Awards, Fellowships and Prizes
  • Coordinates all activities of the Scientific Advisor Healey & AMG Center
  • Facilitate meetings and working sessions including developing meeting agendas
  • Tracking, monitoring, and ensuring timelines and program milestones are met
  • Tracking and driving follow-up on action items
  • Coordinating stakeholders' participation across institutions and organizations in collaboration with the development office and foundation leadership
  • Arranges committee & review meetings
  • Manages applicant and awardee communications
  • Prepares and manages files and applications
  • Arranges Industry Educational Series meetings for Scholars with leading Pharmaceutical executives throughout the program.
  • Prepares and manages files and applications
  • Administers award payments to winners
  • Works with vendors for the production and shipment of physical engraved awards
  • undefined
  • Provides administrative and program support to ALS Finding a Cure
    • Arranges meetings, conference space, and lodging for travel
    • Coordinates social media communication
    • On-site meeting support as needed
    • undefined
    • Prepares and processes invoices and reimbursements, including employee business expense reimbursements, check requests, and purchase orders in accordance with MGB purchasing policies and procedures. Keep appropriate files to ensure all expenses submitted are paid/processed by Accounts Payable timely and accurately.
    • Maintains Healey & AMG Center Project and task lists, and related documents assigned.
  • Maintains and oversees departmental licenses (e.g., Smartsheet, DocuSign, software tools)

* Manage Conflict of Interest (COI) forms, trackers, and governance documentation

* Support Executive Committee and leadership governance activities and documentation

• • • Orders special equipment, office supplies, customized materials, computer/software, and accessories on an ad hoc basis.
    • Coordinates, types, proofreads, and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals, protocols, CVs, and other related documents at the highest level of proficiency.
    • Organizes materials for presentations; retrieves articles from libraries or online sources as requested.
    • Arranges for the needs of outside visitors as requested.
    • Prepares and processes purchase orders as needed; maintains an inventory of supplies
    • Performs photocopying, faxing, and filing as required.
    • Reviews mail (including email), answers when appropriate, and/or forwards to appropriate persons.
    • Troubleshoots routine/non-routine problems and takes measures to correct/handle issues.
    • Supports Healey Center Director as needed
    • All other duties as assigned
  • Event and Meeting Coordination :
    • Coordination of Healey & AMG Center, ALSFAC, and NCRI hosted events
      • These include in-person and virtual regular meetings, special seminars, committee meetings, an annual retreat, scientific symposiums, industry workshops, and various other activities.
      • Responsibilities include budget planning, preparation of materials, advertising, accommodations, transportation, registration, dining, and audio-visual requirements, and arranging visitor schedules. The coordinator will research and negotiate with venues, hotels, and other vendors as needed.
      • Design, draft, and print Annual Meeting communications materials
      • Develop agendas and meeting materials (name badges, registration materials, handouts, slide presentations, etc)
      • Manage on-site registration, audiovisual requirements/needs, and any venue- or travel-related issues as they arise
      • Prepare, finalize, and distribute meeting minutes to all attendees
    • Responsible for maintaining current contact lists and reference materials
    • Create original communications and marketing content
    • All other duties as assigned.
  • Administrative Oversight * Serve as liaison between NCRI leadership, the Healey & AMG administrative team, and Project Management staff* Provide guidance, training, and quality oversight for administrative workflows and deliverables* Assist with recruitment, interviewing, onboarding, orientation, and training of administrative staff* Develop, maintain, and standardize administrative processes, trackers, and SOPs* Assist the Program Manager with training materials and cross-coverage planning of NCRI project coordinators including, but not limited to:
    • Reviewing MGB, MGH, and NCRI resources
    • Reviewing job-specific MGB, MGH, and NCRI best practices
    • Reviewing relevant internal and external software platforms and other resources
    • Provide guidance around troubleshooting issues as they arise
  • Provide support and cross coverage for, and share assignments with, other Healey & AMG Center and NCRI Program Manager and project coordinators
  • Maintains calendar and calendar items for Healey & AMG Center, ALSFAC & NCRI
    • Arrange meetings, phone calls, and video conferences, which include internal team meetings, Scientific Advisory Board meetings, Executive and Leadership meetings, and strategic partnership meetings
    • Organize, plan, and notify staff about meetings and appointments
    • Use independent judgment in setting priorities and proposing alternatives to meetings
    • Resolve conflicts and prioritize meetings by calling calendar issues to staff's attention in advance of deadlines
    • Send out timely notification of scheduled meetings
    • Interact with other administrative assistants internally and externally to the MGH to coordinate meetings and identify and share best practices
    • Plan for meeting sites and nourishment as directed by MGH guidelines and attend to other details as directed
      • Provide meeting support through slide preparation, meeting-affiliated document collection and distribution, sending meeting reminder emails, and taking meeting minutes
      • Act as main point of contact for in-person meeting planning
      • Manage document collection and filing, including meeting agendas, minutes, and other relevant committee reports
      • Assist with on-site support during external off-site meetings
    • Coordinate, type, proofread, and edit various documents with the highest level of proficiency

SKILLS & COMPETENCIES REQUIRED:

• A professional, creative, innovative college graduate with a bachelor's degree in science, business, communications, or a related field
• Excellent organizational, and oral, and written communication skills required
• Demonstrated ability to work independently and as part of a team
• An outcome-focused self-starter experienced in working with fundraising, healthcare, or non-profit entities
• Event planning experience a must
• Familiarity with social media: Facebook, Twitter, LinkedIn
• Proficient with Microsoft Office, including PowerPoint, Excel, and Word. InDesign, Illustrator, Constant Contact experience a plus
• Website design and management is also a plus
• Ability to work well under deadlines

Education
Bachelor's Degree Related Field of Study required

Can this role accept experience in lieu of a degree?
Yes

Licenses and Credentials

Experience
Program support or program management experience 1-2 years required

Knowledge, Skills and Abilities
- Ability to prioritize, delegate, and manage multiple projects and responsibilities simultaneously.
- Basic financial/accounting skills.
- Strong oral and written communication skills.

Additional Job Details (if applicable)

Remote Type

Remote

Work Location

399 Revolution Drive

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$53,040.00 - $75,888.80/Annual

Grade

5 At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

EEO Statement:

0100 Mass General Brigham Incorporated is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran's Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at View phone number on click.appcast.io. Mass General Brigham Competency Framework

At Mass General Brigham, our competency framework defines what effective leadership "looks like" by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.