Project Coordinator, 40 Hours, Department of Medicine
Company: Brigham and Women's Hospital
Location: Boston
Posted on: March 20, 2023
Job Description:
Job Description - Project Coordinator, 40 Hours, Department of
Medicine (3234924) Project Coordinator, 40 Hours, Department of
Medicine - ( 3234924 ) The Brigham and Women's Hospital (BWH)
Department of Medicine (DOM) is a Harvard Medical School
(HMS)-affiliated academic department comprised of over 1,400
faculty members, 22 divisions, nearly $400 million in annual
professional gross clinical revenue, 350 residents and fellows, and
more than $450 million in annual research expenditures. The DOM is
the largest academic department at BWH and among the largest in the
country. The Project Coordinator is responsible for administrative
and analytical support for all non-research contracts within the
DOM, including professional services agreements, administrative
services agreements, space leases, memorandums of understanding,
letters of intent, faculty offer letters, and non-disclosure
agreements. Responsibilities include providing summary analyses for
current or potential contracts, corresponding with entities outside
of DOM, drafting and reviewing contracts, and processing faculty
offer letters. The Project Coordinator will partner with the DOM
financial analysts to prepare reports on invoicing activity as well
as current and aging accounts receivable. The Project Coordinator
will also provide logistical support to the DOM Analysis and
Planning Team by managing a network opportunities database and
assisting with ad hoc reporting and analysis. The Project
Coordinator reports to the DOM Contracts Associate. The Project
Coordinator will work closely with the DOM Senior Directors of
Academic Affairs and Business Operations, the DOM Director of
Education Administration, the DOM Director of Analysis and
Planning, various members of DOM Finance, and DOM Division
Administrators. PRINCIPAL DUTIES AND RESPONSIBILITIES: Contract
Drafting
- Work in collaboration with the DOM divisions to understand the
need for contractual arrangements and obtain the information needed
to prepare new contracts.
- Draft, review, and edit contracts for both new and changing
arrangements.
- Proofread contracts for accuracy.
- Review contract provisions for rules and regulations regarding
specific policies or non-policies.
- Work closely with outside entities with which DOM is
establishing or has established agreements.
- Review draft agreements for standard/preferred language
compliance.
- Process contracts for signature and invoicing. Contract and
Offer Letter Management
- Coordinate communication concerning all aspects of DOM's
contracts (clinical, educational, administrative, and others)
between the DOM Contracts Team and Division Administrators, DOM
leadership, DOM Finance, and when applicable, contracting
partners.
- Develop and utilize reporting and data distribution tools to
inform the ongoing evaluation, tracking, and financial
reconciliation of active contracts and engagements.
- Monitor contract expiration dates to ensure agreements are
renewed or terminated, as appropriate.
- Manage the centralized contract Access database (or replacement
system) and modify database design to meet the changing needs of
departmental activity.
- Monitor data collection to ensure proper collection and storage
of data. -
- Assist in the maintenance of contract-related information on
the DOM intranet site to ensure its relevance and assistance to the
divisions.
- Ensure the integrity of folder structure, file naming
conventions, and back-up documentation.
- Support the DOM's faculty offer letter and responsibility grid
process, including:
- Review and edit drafted faculty offer letters.
- Report faculty offer letter activity to each division and to
the Senior Director of Business Operations as needed. Financial
Management and Reporting
- Draft and review simple financial statements in order to
populate contract fee schedules.
- Prepare meeting agendas for monthly calls with each division
and other recurring meetings.
- Coordinate the compilation and submission of data requested in
annual surveys or Requests for Proposal and Requests for
Information based on information in the agreements and/or provided
by the divisions.
- Work with the relevant data sources and points of contact to
compile data and generate robust, regular, and ad hoc reporting on
DOM compliance programs and regular internal training
(HealthStream) policy compliance. Additional responsibilities may
include:
- In collaboration with DOM Analysis and Planning and DOM
Finance, maintain a dashboard of all network activity and
associated contractual revenue and expense.
- Assist DOM as a HealthStream administrator.
- Establish and maintain department policy database.
- Assist with and lead other analytical assignments, tasks, and
ad hoc reporting as required. QUALIFICATIONS:
- Education: Bachelor's Degree Required
- Experience: -Minimum of two years' work experience required;
health care, legal, or financial institution setting
preferred.
- Copy-editing and/or contract management experience are strongly
preferred. SKILLS/ABILITIES/COMPETENCIES REQUIRED:
- Excellent interpersonal communication skills.
- Excellent written communication skills.
- Ability to work independently on assigned projects.
- Strong organizational skills.
- Astute attention to details and commitment to accuracy and
integrity of all data, reports, and communications.
- Working knowledge of Microsoft Office Suite, with emphasis on
Microsoft Excel, Teams, Word, and Microsoft Access programming and
functionality.
- Proficient in budgetary practices.
- Team player and willing to take on additional challenges if and
when needed.
- Exceptional judgment and discretion in interacting with
constituencies (internal and external) on sensitive political,
fiscal, and confidential issues. HOSPITAL WIDE RESPONSIBILITIES:
This is a Monday through Friday day job and that works in a hybrid
model (both in office and remotely). This position works within
legal, regulatory, accreditation and ethical practice standards
relevant to the position and as established by BWH/MGB; follows
safe practices required for the position; complies with appropriate
- BWH and MGB policies and procedures; fulfills any training
required by BWH and/or MGB, as appropriate; brings potential
matters of non-compliance to the attention of the supervisor or
other appropriate hospital staff. BWH is an Affirmative Action
Employer. By embracing diverse skills, perspectives and ideas, we
choose to lead. 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. Primary Location Work Locations 75
Francis St Job Professional/Managerial Organization Brigham &
Women's Hospital(BWH) Schedule Full-time Standard Hours 40 Shift
Day Job Employee Status Regular Recruiting Department BWH
Department Of Medicine
Keywords: Brigham and Women's Hospital, Boston , Project Coordinator, 40 Hours, Department of Medicine, Healthcare , Boston, Massachusetts
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