Program Coordinator

Academic Affairs Program Coordinator

Location: Boston, MA Duration: 3-Month Contract Work Arrangement: Onsite Company: Sigma Systems

Sigma Systems is seeking an experienced Academic Affairs Program Coordinator for a 3-month contract opportunity in Boston, MA. This position supports faculty recruitment, academic appointments and promotions, faculty onboarding, and high-priority departmental projects within an academic medical environment.

The ideal candidate will have experience in academic affairs, faculty affairs, healthcare administration, higher education, or project management. This role requires strong organizational and analytical skills, excellent communication, sound judgment, and the ability to manage multiple priorities independently while collaborating with department leadership, faculty members, and cross-functional teams.

Key Responsibilities

• Coordinate faculty recruitment activities, including search logistics, candidate communications, interview scheduling, candidate visits, offer-letter review, visa coordination, onboarding procedures, and recruitment tracking.
• Coordinate faculty appointment and promotion processes, maintain review timelines, organize appointment dossiers, assist with CVs and supporting documentation, prepare appointment materials, and track faculty hires and departures.
• Plan and coordinate department-wide and leadership-sponsored projects from initial planning through implementation. Maintain project workplans, timelines, deliverables, and progress reports.
• Prepare meeting agendas, document and distribute minutes, track decisions and action items, and follow up with stakeholders to ensure timely completion.
• Provide project and administrative support to the Chair, Vice Chairs, and Associate Administrative Director. Assist with departmental programs, events, and Chair's Office operations as needed.
• Maintain accurate faculty and project data, analyze information, and prepare dashboards, status reports, executive summaries, and presentations for departmental leadership.
• Identify project risks, evaluate progress, recommend workflow improvements, and support the implementation of more efficient administrative processes.
• Collaborate with clinical, research, education, and administrative teams to coordinate activities, communicate updates, and manage expectations professionally.
• Handle sensitive faculty, recruitment, and departmental information with discretion, accuracy, and sound judgment.

Required Qualifications

• Bachelor's degree or an equivalent combination of education and relevant experience.
• 3–5 years of experience in healthcare administration, academic affairs, faculty affairs, program coordination, or project management.
• Strong organizational, analytical, communication, and interpersonal skills.
• Demonstrated ability to manage multiple projects, competing priorities, and deadlines.
• Experience coordinating meetings, tracking project milestones, maintaining documentation, and following up on action items.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Experience preparing reports, presentations, executive summaries, or project status updates.
• Strong attention to detail, problem-solving skills, and professional judgment.
• Ability to work independently and collaborate effectively with senior leadership and cross-functional teams.
• Ability to handle confidential information appropriately.

Preferred Qualifications

• Experience in academic medicine, a teaching hospital, a medical school, a university, or a healthcare organization.
• Experience with faculty recruitment, academic appointments, faculty promotions, and onboarding.
• Familiarity with faculty CVs, appointment dossiers, academic review processes, and visa coordination.
• Experience supporting department chairs, faculty leaders, or senior administrators.
• Familiarity with project tracking systems, scheduling tools, databases, dashboards, and process improvement initiatives.

Contract Details

• Job Title: Academic Affairs Program Coordinator
• Job ID: 3736
• Location: Boston, MA
• Duration: 3 months
• Work Arrangement: Onsite

The ideal candidate is an organized and proactive academic affairs or program coordination professional who can manage faculty-related administrative processes, coordinate complex projects, maintain accurate records, analyze data, and communicate effectively with faculty and leadership. Candidates with backgrounds in faculty affairs, academic medical departments, university administration, healthcare operations, or project management are encouraged to apply.