Administrative Coordinator

Responsibilities:

Reporting to and working closely with the Institute Director and Program Manager, the administrative coordinator will be responsible for the administrative operations and support of the Institute's office of training and academic affairs. The program office consists of three major components: Research Education and Training, Mentoring and Career Development, and Human Resources/Operations. This position will directly support the research education and training programs, mentoring and career development programs, and will also play an important role in developing human resources and operational support resources for faculty affairs.

Research Education and Training

• Support the Institute Director and Program Manager in facilitating leadership meetings including coordination and scheduling, recording meeting minutes and disseminating notes to participants, and assisting with follow-up and follow-through on key action items.
• Provide assistance with research meetings and seminar series, including coordinating meeting preparations, communication with participants, developing and analyzing evaluations, preparing participant meeting materials and staffing events.
• Plan and develop the weekly Mongan Research and Education Hour, including determining a weekly time that works for all 13 centers, meeting space reservations, hybrid technology coordination, presenter scheduling for three different seminars, marketing content creation, coordinating weekly with seminar leads/Mongan Institute faculty, managing attendance, organizing food orders, and set-up/clean-up.
• Supporting coordination of Department of Medicine annual grand rounds lectures twice per year, including scheduling, processing of honorariums, coordinating travel, and developing and promoting lecture marketing materials.
• Works closely with the TAAP Program Manager, provide administrative support for the Mongan Institute educational certificate programs. Responsibilities include engaging with certificate program faculty, steering committee, and program leadership team to schedule meetings, keep meeting minutes, disseminate agendas, and collect drafted materials; building module content on LMS platforms; receiving and managing all participant questions, applications, and requests; assist with managing the Mongan education mailbox, providing support and triaging participant questions and requests to the appropriate contact.

Research Mentoring, Career Development & Promotion

• Support the Institute Director in the development of faculty resources and programs that will support junior faculty in their career advancement, creating opportunities for additional mentorship beyond direct center relationships.
• Assist with any project or program related tasks, including developing meeting documents or presentations, developing meeting materials and summary reports, communication with internal and external stakeholders, and providing logistical support.
• Coordinates the completion of the faculty annual career conferences, annual faculty re-appointment process, and petitions for promotion, working closely with the MGH DOM faculty services office.
• Manage all Mongan Institute sponsored Harvard Medical School promotions and appointments including search management and packaging all materials for submission to HMS Faculty Affairs
• Develop and maintain an accurate faculty membership database including key demographics.
• Lead the administration of the Mongan Institute K and R Review Program, including scheduling and coordinating NIH-style mock grant review sessions, collecting participant materials, and maintaining the program data and success rates using the REDCap database to produce programmatic reports and summaries.

Human Resources and Operations

• Provide executive support for the Health Promotion Resiliency and Intervention Research (HPRIR) Center Director including scheduling support (i.e. time sensitive meetings), travel arrangements, and expense reimbursements
• Assist the Institute Program Director with the development of Institute wide processes and standard operating procedures for human resources management, space and facilities, onboarding of staff and faculty, and employee tools and resources.
• Maintains accurate records of staff on-site assignments, scheduling and attendance, and coordinates with center administrative managers for placement of new staff and faculty hires, interns, and students.
• Works closely with the Institute Director and Program Manager to review and enhance Institute membership program policies, categories, qualifications, expectations, and benefits.
• Coordinates the on-boarding and credentialing process for new faculty, fellows, institute staff, and non-employee collaborators and undergraduate/graduate students.
• Coordinates with the MGB Office for Global Professionals and Scholars (GPS) for the preparation and submission of J-1 and H1B visa petitions for faculty and staff requiring sponsorship. Monitors current employees for compliance with visa requirements and submits updates in status as needed.
• Oversees the payroll process of Mongan Institute staff through UKG, ensuring staff time is reported accurately and on-time each week.
• Assist all HPRIR and Health Policy Research Center (HPRC) faculty with expense reimbursement, credit card reconciliation, supply ordering, yearly retreats, NIHMS publication compliance, NCBI bibliography formatting, CV editing, and any other administrative matters.
• Lead HPRIR developmental initiatives by creating marketing materials, video records, and outreach. Developmental initiatives including but not limited to quarterly webinars, newsletters, and one on one meetings organization with Director.

All other duties as assigned

Qualifications

• Education
  High School Diploma or Equivalent required and Associate's Degree Related Field of Study preferred
  
  Can this role accept experience in lieu of a degree?
  No
  
  Licenses and Credentials
  
  Experience
  Administrative Support Experience 3-5 years required and Leadership Level Support Experience 2-3 years required

Skills/Abilities/Competencies Required

• The ideal candidate for this position is someone with a high degree of professionalism, who is highly organized, detail oriented, and creative, and who can complete tasks on-time.
• Must have strong project management and implementation skills, including the ability to keep a team on track to achieve goals.
• Maintains excellent writing and language skills.
• Displays the ability to effectively communicate information and ideas in written and video format.
• Demonstrates creativity and documented immersion in social media.
• Experience sourcing and managing content development and publishing.
• Must be able to multitask, proactively take initiative, and be a team player, as well as work independently under the supervision of the project lead.
• Must demonstrate an understanding of and commitment to the mission of the Mongan Institute.
• Should be well versed in working with Microsoft office, including Word, Excel, Access, and PowerPoint, SPSS and Endnote.
• Experience with website design and Wix a plus.