Program Coordinator- Ophthalmology Research3130333
Massachusetts Eye and Ear is an international center for treatment and home to the world's largest vision and hearing research centers. Mass. Eye and Ear is a member of Mass General Brigham and a teaching hospital of Harvard Medical School.
Mass. Eye and Ear clinicians are driven by a mission to find cures for blindness, deafness and diseases of the head and neck. Internationally acclaimed since its founding in 1824, Mass. Eye and Ear employs full-time, board-certified physicians who offer high quality and affordable specialty care that ranges from the routine to the very complex. Learn more about our Mission, Vision and Values and Diversity, Equity and Inclusion on our site.
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Mass. Eye and Ear physicians are located at our main campus in Boston, and at our suburban locations in the greater Boston and Providence areas, across 21 locations.
The incumbent will be a key team member, facilitating a number of vital activities within administrative, educational, and research programs in the Department of Ophthalmology. The incumbent will work alongside the Associate Chief and Vice Chair of Basic and Translational Medicine, as well as other Ophthalmology Clinician Scientists and or Research Faculty or Staff to provide administrative assistance.
In this role, all aspects of supporting the Research Faculty and Department administration will be completed: Documenting, updating curriculum vitae/biosketches, scheduling, calendar maintenance, time reporting, purchase and expense reconciliation, and travel planning. Additionally, the incumbent will work with the Associate Chief to facilitate letters of recommendation and support and coordinate various projects under the Associate Chief’s direction.
Facilitate various projects in coordination with internal team members and colleagues in departments within Mass. Eye and Ear and Partners Healthcare to further support initiatives within the faculty’s research programs.
1. Staff the Research Faculty Meetings by preparing agendas, organizing speakers, writing minutes, facilitating administrative aspects of the meeting set-up.
2. Creates and maintains special project work files; keeps file documentation current, correct, and complete to facilitate workflow.
3. Assist the Department and Research Faculty with event and travel planning including hosted dinners or seminars.
a. Following established event planning methods, is responsible for events hosted by the Department of Ophthalmology and other events as requested.b. Makes travel arrangements, hotel accommodations, and other necessary arrangements for conferences and meeting attendance. Monitors and resolves all financial arrangements.
4. Maintain faculty/administrative calendars, including scheduling appointments and conference rooms.
5. Facilitate Department and Research Faculty with travel to meetings and events.
a. Provides as necessary administrative support for travel arrangements.b. Prepares travel reimbursement requests ensuring compliance with MEEI travel reimbursement policies. Reviews travel reimbursement requests of research staff assisting staff in their completion of travel reimbursements that meet MEEI requirements.c. Processes travel reimbursement requests and check requests.d. Reconciles AMEX charges per MEEI policy, as needed.
6. Responds to incoming telephone calls following department protocol, responds to questions that are appropriate and refers and/or takes complete messages.
7. Assist faculty with maintenance of curriculum vitae and biosketches.
8. Prepares drafts of letters of support for faculty and fellows applying for grants
9. Prepares drafts of letters nominating faculty for various awards
10. Prepares drafts of letters evaluating faculty for promotions
11. Additional duties as assigned.
Education and Experience:
- Bachelor’s Degree preferred but will accept candidate with experience in lieu of degree.
- Strong demonstrated organizational skills, with proven experience prioritizing work and coordinating multiple projects simultaneously.
- Detail-oriented, with excellent oral, written and interpersonal skills.
- Excellent Windows Office experience including Excel spreadsheet experience.
- Demonstrated ability to work closely with faculty and laboratory staff.
- Exceptional problem solving, critical thinking and customer service skills.
- Ability to take on new tasks and adapt to different work assignments and personalities.
- Ability to take initiative and work with minimal supervision.
Ophthalmology Research Administrative Offices and or Laboratories
Mental and visual attention requiring a combination of alertness and manual dexterity, with a minimum of 40 words per minute typing speed using a PC. Ability to lift 20 lbs. as needed to assist with supply delivery to laboratories.
Massachusetts Eye and Ear is proud to be an equal-opportunity employer and is committed to providing a workplace free from harassment or discrimination. All employment decisions are made without regard to race, color, age, gender, gender identification, sexual orientation, religion, marital status, sex, pregnancy or conditions related to pregnancy, national origin/ancestry, citizenship, disability, military status, genetic information, or any other basis prohibited by law. These protections extend to all management practices and decisions, including recruitment and hiring practices, appraisal systems, promotions, training, and career development programs.MEI Mass Eye and Ear Schepens Eye Research02114Administrative Support