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