Project & Admin Coordinator

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POST DATE 9/13/2016
END DATE 10/19/2016

Massachusetts General Hospital(MGH) Boston, MA

Boston, MA
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Mid-Career (2 - 15 years)
Bachelors Degree



The incumbent will act as the project coordinator within the MGH Department of Neurologys Division of Neurocritical Care and Emergency Neurology, including project, and planning support for the NeuroICU associate directors and faculty, working to manage special projects and provide administrative support with a high level of confidentiality and representing the NeuroICU in a professional manner.


* Coordinate the projects within the scope of the MGH Department of Neurologys Division of Neurocritical Care and Emergency Neurology, including those supervised by: The MGH NeuroICU Associate Directorship, MGH NeuroICU Clinical Practice Committee Chair, MGH Critical Care Neuromonitoring Program Chair, MGH Critical Care Center Informatics Committee Co-Chair, and The MGH Cooling Committee Chair. Examples of projects within this scope currently include: Working in collaboration with NeuroICU leadership, compile data, generate quality reports that leverage the existing NeuroICU Data Registry and customize quality improvement initiatives. Working with clear direction from faculty, will conduct research, update and disseminate MGH-specific guidelines for therapeutic hypothermia.

* Coordinate, oversee, update with direction from Associate Directors, MGH Neurocritical Care Guidelines, including those for subarachnoid hemorrhage, brain edema, and use of monitoring tools. Ensures Fellows and Residents have current information available to them.

* Development and Maintenance of the ICU Informatics Infrastructure, acting as liaison between Partners Information Systems, MGH Biomedical Engineering and outside vendors including coordination of procurement for new neurocritical care technologies and education of physicians around their roll-out.

* Provide project support to the MGH Clinical Data Animation Center (CDAC), develop and update quality improvement and research data request forms, schedule project meetings, and monitor projects approved by CDAC.

* Create and maintain timelines for short and long term projects to ensure project goals and deadlines are consistently met. Working within budget guidelines and in conjunction with Materials Management, negotiate contracts with sales representatives to ensure goals of project are met while monitoring limitations of project budget.

* Coordinate dates, venues and marketing materials for conferences hosted by supported faculty (e.g. the 2015 Annual International Consortium for the Cooperative Studies for Brain Injury Depolarization Meeting, hosted at MGH) and the 2016 International Genetic Stroke Genetics Consortium.

* Report on the status of budgets and project timelines at monthly Critical Care Center Informatics Committee meetings and coordinate relevant projects of the committee, arrange agendas and record and disseminate meeting minutes.

* Facilitate and manage travel arrangements for supported faculty members. Coordinate and manage new hires on behalf of the supported faculty members including posting of positions, screening of applications, scheduling and coordination of interviews, tours, and second visits. Coordinate credentialing process for new hires and supported NeuroICU faculty.

* Manage monthly staff newsletter: solicit and edit content from faculty and staff, create layout and distribute.

* Maintain curriculum vitae in the Harvard format as well as an NIH Biosketch for each of the supported faculty members. Manage and maintain physician certifications, professional memberships, faculty verifications, HMS/MGH promotion materials, and related dues. Prepare and edit letters on appropriate letterhead on behalf of the supported faculty members.

* Assist and coordinate administrative aspects related to research such as collation of documents, assistance in obtaining signatures, and organizing documents for research-related activities and regulatory responsibilities (e.g., publication of manuscripts, timely submission of grant materials, conflict of interest forms, and maintenance of files designating versions of the above materials). Facilitate collection of materials to ensure timely submission of grant applications. Order, track, and maintain office and research supplies from various budgets and funds. Pay bills and process check requests, reimbursements and process purchase orders in accordance with Partners Materials Management guidelines.

* Meet weekly with MGH NeuroICU associate directors, and intermittently with other supervisors and collaborators to discuss time lines, goals, and prioritization of ongoing projects, supplies and equipment and related problems.

* Assist with education and other department-wide administrative projects, such as setting up procedural training sessions, elaborating electronic health record initiatives intended to improve care.

* Manage the Pediatric Stroke Internet and Neurocritical Care Intranet websites develop content and update guideline information for residents and fellows.

* Update Protocols including consent form revisions and amendments

* Develop and manage the Neurocritical Care Patient Reported Outcome Measures quality improvement initiative, including recording quality measures for clinical outcomes analysis.

* Manage and update the department data repositories including the International Pediatric Stroke Data Repository, Endovascular Stroke Data Repository, and the Pediatric Retrospective Data Repository.

* Manage the processes associated with hiring for the NeuroICU on behalf of the supported faculty members including posting of positions, screening of applications, scheduling and coordination of interviews, tours, and additional visits.

* Manage and update the NeuroICU Nurse Practitioner Schedules, Acute Stroke Schedule and the Weekend Acute Stroke Schedule

* Set forward-minded and goal-directed time lines with the NeuroICU associate medical directors and provide updates about progress, milestones, and next steps associated with NeuroICU initiatives. Attend routine NeuroICU director planning meetings and monthly staff meetings to accomplish these goals.


Work is performed in an office environment. Some meetings and work will be conducted on inpatient intensive care units, at times including interaction with patients and their families.

Bachelors degree required
Minimum 2-3 years related experience. Strong administrative background required.


* Desire and ability to work with a multidisciplinary team

* Comfortable with managing multiple ongoing projects and ability to independently prioritize tasks

* Strong quantitative skills

* Strong administrative skills including skill with spreadsheets and databases.

* Ability to use MS Word, Outlook, PowerPoint, Excel, and if possible MS Access.

* Must have strong analytical and organizational skills

* Solid customer service and communication skills are needed as well as the ability to work successfully as a member of a team in a large organization.

* Ability to pay particular attention to detail and deadlines.

* Ability to work fairly independently to produce consistent quality work.

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.