Site: The Brigham and Women's Hospital, Inc.
Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.
Job Summary
Ariadne Labs is a joint center for health systems innovation at Brigham and Women’s Hospital and the Harvard T.H. Chan School of Public Health. Our goal is to drive scalable solutions for better care at critical moments in people’s lives everywhere. Better care means better health outcomes, lower costs, and more actual caring. Critical means solving health systems failures that have major impact, typically touching people by the millions. Ariadne Labs currently has research programs in the areas of childbirth, surgery, palliative care, and primary health care.
Ariadne Labs is seeking a highly organized and engaged Project Coordinator II to support the Home Hospital team led by Dr. David Levine, General Internist and Investigator, Brigham & Women’s Hospital and Harvard Medical School. The team’s focus is on hospital-level care at home as a substitute for the traditional hospital. The team recently completed a multi-site randomized controlled trial of rural home hospital and a national early adopters accelerator to promote home hospital knowledge products. The team is currently working on the design and implementation of a novel pathway to treat acutely ill patients with psychiatric conditions at home, an international fellowship, and mobile advanced rural care program.
The Project Coordinator II will report directly to the Assistant Director of Project Management, Home Hospital. As a core member of the team, the Project Coordinator II will play an important role in ensuring project implementation activities, study documentation, and efficient professional internal and external communications.
This is a hybrid role requiring at least two days a week in our offices at Assembly Row.
Our Values
Our core values are:
Respect for the Ariadne Labs mission, our community, each other, and ourselves; Stewardship of our work and resources;
Pursuit of excellence, with a focus on continual improvement;
A belief in a collaborative, multidisciplinary approach to our work;
A commitment to meaningful diversity and inclusion in our work and in the Ariadne Labs community.
Characteristics of people who thrive at Ariadne are:
● humility about the limits of one’s own expertise and experience
● intellectual curiosity
● agility
● self-discipline
● attention to detail
● willingness to roll up sleeves to get the job done
Primary Duties and Responsibilities
Team Coordination
Perform administrative duties under minimal supervision at a high proficiency level (hiring manager may ask for a writing sample and/or administer a skills test during the interview process)
Develop and implement complex administrative systems and procedures
Oversee and coordinate the Principal Investigator’s complex schedule and provide support to efficiently prioritize deadlines and compliance requirements
Schedule, coordinate, and execute internal meetings, webinars, presentations, special events, and conference calls, with project teams. Please note some of these may be in-person, virtual or hybrid
Manage correspondences, prepare agendas, prepare visual aids or materials, and take minutes; Partner with the Events & Development Coordinator to plan internal and external events
Manage and coordinate the work of others who are not direct reports including Ariadne Labs platforms staff and external collaborators
Create and manage a system of record for all documentation, materials, resources, and correspondences to assure compliance. Assist in creating and formatting slides, documents, and other materials developed by the program team, including materials for the program website
Process and track financial tasks including processing expenses and reimbursements, travel booking, and memberships for business-related activities; May have explicit responsibility for certain costs within a budget, including travel
Coach others in procedures, policies, and general best practices
Represent Ariadne Labs professionally with staff, guests, donors, callers, and external visitors; greet guests, candidates, and donors
May oversee the activities of interns and fellows
Project Specific Coordination
In coordination with the Assistant Director of Project Management and other team members, develop project work plans, timelines, and reports to funders; Track project deliverables, identify roadblocks, and escalate issues as they arise
Understand and communicate the impact of project decisions on budget, resources, and stakeholders
Plan and manage all logistical aspects of program-related activities including coordinating with hotels, venues, catering, creating itineraries, and booking travel for guests (domestic and international)
Assist the relationship management of the network of external collaborators, partners, project stakeholders, and vendors
Provide research support i.e. reviewing and submitting manuscripts, coordinating conference submissions, survey development and distribution, data analysis, updating IRB documentation
Schedule and coordinate project specific trainings (virtual, in-person and hybrid)
Support New Initiatives
Support the team with the research and organization of documentation when applying for grants and other funding opportunities
Perform other related duties and responsibilities as required; provide cross coverage as needed
Required Skills
Microsoft Office Suite (e.g. Word, Excel, Sharepoint, Teams, etc.)
Familiarity with the Google information environment is valuable (e.g. Google Docs, Google Sheets, Google Drive, etc.)
Familiarity with clinical research and research related platforms such as RedCap, Insight Familiarity with Dropbox
Ability to set-up video and audio conference calls and virtual meetings
Proficiency with personal computers, spreadsheet, graphic, and database programs
Written and verbal communication skills (Ariadne Labs may ask for a writing sample and/or administer a skills test)
Project management skills
Positive, flexible, professional, and a can-do attitude
Ability to work independently and utilizes strong interpersonal skills to problem-solve complex issues
Ability to develop timelines and meet competing deadlines on time and with high caliber deliverables
Ability to handle complex and confidential information with discretion
Ability to learn project content quickly
Qualifications
Experience working in a matrix organization/environment preferred
Some travel may be required
Proven office administration and customer service skills strongly preferred
Experience using agile methods such as Scrum, including cross-functional collaboration on shared tasks across disciplines
Ability to learn project content quickly
Education
High School Diploma or Equivalent required. BA/BS strongly preferred
Experience
Project support or administrative experience 3-5 years required
Competencies
Pursues Excellence
Interpersonal Skills
Communication Skills
Organizational & attention to details
Teamwork & collaboration
Continuous Learning
Exercises independent judgement
Knowledge, Skills and Abilities
- Ability to prioritize, delegate, and manage multiple projects and responsibilities simultaneously.
- Basic financial/accounting skills.
- Strong oral and written communication skills.
- Knowledgeable of basic business administrative principles and project management best practices.
- Exceptional verbal, written, and presentation skills.
- Ability to work effectively both independently and as part of a team.
- Competency in