Program Coordinator I- General Surgery

Position Summary
The Program Coordinator plays a critical role in supporting the daily operations and long-term initiatives of the department. This individual will independently manage essential administrative functions, coordinate major departmental events and processes, and provide high-level support to leadership. The Program Coordinator must be highly organized, proactive, detail-oriented, and able to balance multiple priorities in a fast-paced academic and clinical environment.

Leading Responsibilities

The Program Coordinator will independently manage and execute key administrative functions essential to departmental operations, including:

• Harvard Surgery Research Day Coordination: Lead all planning, logistics, scheduling, and day-of execution for the department's annual Research Day.
• Special Event Coordination: Deliver project-management support to ensure the successful coordination and execution of key departmental events, such as the upcoming Centennial Celebration.
• Department Staff Smartsheet Management
• Department Gift Ordering: Oversee ordering and distribution of gifts for events, recognition, and special occasions.
• On-Site Administrative Support to Department Leadership
• Conference Registration, Travel, and Reimbursements: Coordinate travel logistics, conference registrations, and expense reimbursement processes for faculty and staff.
• Business Card and Stationery Ordering: Manage ordering of branded materials, ensuring consistency and timely restocking.
• Internal Website Maintenance: Participate in transition of internal website to new platform.
• CV Maintenance: Support ongoing faculty CV updates and coordinate transitions to new CV software platforms.

Coordinating Responsibilities

The Program Coordinator will manage coordination efforts and follow-up to ensure smooth departmental operations:

• Annual Report Data Collation: Collect and compile data for the department's annual report, ensuring accuracy and timely submission.
• Department Newsletter: Work with administrative and clinical leadership to launch and maintain a recurring department newsletter.
• Office Renovations & Moves: Assist with logistics, planning, and communication related to office renovations and relocations.
• Meeting Scheduling & Calendar Management (EAD Support)
• Department-Hosted Event Planning: Coordinate major departmental events such as the Fall Event, Holiday Party, and Service Awards.
• Faculty Credentialing: Assist with credentialing processes, ensuring all documentation is completed and submitted accurately.
• Faculty Onboarding: Coordinate onboarding activities using the MD Onboarding Checklist.

Supporting Responsibilities

The Program Coordinator will also provide general administrative support for the department:

• Faculty Recruitment & Guest Support: Assist with faculty candidate visits and guests of the Chief's Office, ensuring a welcoming and organized experience.
• Food Service Coordination: Arrange meals and refreshments for meetings with the Chief and other departmental gatherings.
• Meeting Minutes & Action Item Tracking
• Supply Ordering: Order supplies for office suite.

Minimum qualifications

Education:

• Associate's degree or equivalent required. Bachelor's degree preferred.

Experience:

• Minimum of one year of administrative work experience required.
• Analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.
• Ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.

Schedule: Hybrid ( 4 days onsite/ 1 from home )

The posted pay range is Boston Children's reasonable and good-faith expectation for this pay at the time of posting.

Any base pay offer provided depends on skills, experience, education, certifications, and a variety of other job-related factors. Base pay is one part of a comprehensive benefits package that includes flexible schedules, affordable health, vision and dental insurance, child care and student loan subsidies, generous levels of time off, 403(b) Retirement Savings plan, Pension, Tuition and certain License and Certification Reimbursement, cell phone plan discounts and discounted rates on T-passes. Experience the benefits of passion and teamwork.