Project Admin Coordinator

Company: Massachusetts General Hospital
Location: Charlestown
Posted on: January 17, 2020

Job Description:

Project & Admin Coordinator GENERAL SUMMARY/ OVERVIEW STATEMENT: Under the direction of the Administrative Director of Research, the Visa and Operations Administrator will lead the development, implementation, and oversight of Neurology administrative projects focusing on research personnel. The position will provide solutions, tools, and communications to all levels of the Department from Executive Director to Research Technicians and Students. This includes performing tasks related to visa processing, research recruitment, hiring processes, and credentialing for research faculty, staff, fellows, and students in the Department of Neurology. The incumbent may also provide project support to departmental projects. Must be a high performer with well developed organizational and communication skills capable of working independently to produce consistent quality work. This position will collaborate closely and support the Administrative Director for Research, Principal Investigators and their staff. PRINCIPAL DUTIES AND RESPONSIBILITIES: - Serving approximately 130 research faculty and 200 research staff, the Project and Operations Administrator will oversee processing of visas, hiring, on-boarding, orientation, and oversight of personnel processes in the Department of Neurology. - Working with the Partners International Office and HR, will obtain and organize the necessary visa paperwork and coordinates the processing of visas for all foreign national research staff. - Maintains a general working knowledge of visa processes, categories, and types. Stays informed of any changes to the process or regulations. - Maintains timely communication with faculty, administrators, and prospective employees regarding visa and hiring process and timelines. - Develops and manages standardized operating procedures for the processes related to research hiring, visas, and related functions. - Develop processes and procedures to improve operational efficiency and effectiveness. - Works closely with the Credentialing Coordinator to appoint and on-board post doctoral fellows and research faculty. - Understands and communicates the Harvard Medical School credentialing process to research faculty; may provide cross-coverage for the Credentialing Coordinator. - Acts as a resource to new employees for information on international visa issues, housing, social security, etc. - Processes the on-boarding of research students and non-employees. Track start to end dates and notify management when non-employees should be terminated in the system. - Assists with projects as determined by the Administrative Director of Research. - Coordinates the annual production of the Research Faculty Orientation Material. - Coordinates planning of department's annual Research Retreat - Maintains department staff database, distribution lists, and search files for all research staff and non-employees. - Assists in Departmental Orientation/Training of new staff. - Assists faculty with a variety of administrative/credentialing questions/concerns and triages to appropriate resources when necessary. - Provides general project support to faculty in Department for operational initiatives. - Meet weekly with Neurology Administrative Director of Research to discuss and implement research initiatives. - Develops PowerPoint research presentations, New Faculty Orientation materials, and other communication documents as needed - Provide project support, including data capture and analysis, quantitative metrics, and evaluation to process / systems improvement projects. - Working closely with Research Administrators, Credentialing Coordinator, and research faculty, executes all administrative aspects of research professional and weekly staff hiring. - Serves as departmental liaison and primary point of contact to Partners International office for all research staff. QUALIFICATIONS: - Bachelors degree required - 3 years of visa or HR support related experience SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: - Ability to work well independently and as a member of a team in a fast-paced environment. - Ability to correspond and communicate with others clearly and effectively in writing (via e-mail, memo or interoffice note). - Ability to identify problems, develop effective solutions, and know when to escalate issues - Independently prioritize tasks and set and meet deadlines - Strong quantitative skills - Skill with spreadsheets and databases is needed. Must be thoroughly familiar with MS Office. - Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures. - Must pay particular attention to detail and deadlines. - Excellent interpersonal/communications skills. - Ability to interact with individuals at all levels of the organization. WORKING CONDITIONS: Normal working conditions; Office setting. Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged. MA-Charlestown-MGH 529 Main MGH 529 Main (MGHCharlestown529Main) 529 Main Street Charlestown, 02129 MGH 529 Main 529 Main Street Charlestown Administrative Support Massachusetts General Hospital(MGH) Full-time Day Job Regular MGH Neurology Research Jan 7, 2020

Keywords: Massachusetts General Hospital, Boston , Project Admin Coordinator, Administration, Clerical , Charlestown, Massachusetts