Project Coordinator, Orthopedics

The Project Coordinator will be responsible for coordinating all administrative tasks related to the day-to-day operations for the Chief of Arthroplasty at BWH Orthopaedics. We seek an energetic, organized, and detail-oriented Project Coordinator with experience in the oversight of a busy clinical and academic practice. Primarily, the Project Coordinator will be responsible for managing all aspects of overseeing the Chief of Arthroplasty Outlook calendar. This also includes all administrative and operational components of ongoing projects, including research related tasks for the Chief of Arthroplasty.

The candidate must demonstrate superior organizational, time management, and communication skills, as well as intellectual independence and initiative. He/she will protect confidential and sensitive research data with integrity. The ability to work both independently and as part of a team is essential to this job. Other job duties and responsibilities are listed in detail below. This is a full-time (40 hours/week) position.

§ Responsible for managing all aspects of overseeing the Chief of Arthroplasty Outlook calendar.

§ Arranges travel and prepares itineraries for the Chief of Arthroplasty.

§ Expense report management for Chief of Arthroplasty.

§ Coordinate interviews for potential new faculty.

§ Coordinate all meetings for Chief of Arthroplasty (in person & virtual).

§ Coordinate any resources that need to be scheduled (i.e., conference rooms, etc.).

§ Responsible for coordinating and submitting all expense reports for Chief of Arthroplasty.

§ Onboarding of observers for Chief of Arthroplasty: Preparing all paperwork and access and ensuring POIs have completed (i.e., clinical observers).

§ Directly supervises the activities and compliance of the research assistants, sponsored staff, students, and clinical observers for the Arthroplasty research program including hiring, onboarding, orientation, performance evaluations, and annual required trainings. Meets with the research staff regularly and monitors their workloads and adjusts accordingly. Functions as a resource for all study issues. Identifies problems and develops solutions.

§ Develops and implements new research protocols including design, data collection systems and Institutional Review Board Approval in collaboration with the Chief of Arthroplasty. Will work with the Chief of Arthroplasty and Sr. Research Administrator to prepare grant proposals.

§ Prepare and monitor clinical trial and research budgets paying close attention to accuracy, allocability and timeliness of expenditures in close collaboration with the Chief of Arthroplasty and Sr. Research Administrator.

§ Serve as the program’s point of contact for procurement, staff reimbursements, travel and Pcard reconciliations.

§ Works on projects, coordinate action items, take initiative using all available resources.

§ Addresses research issues as directed by the Chief of Arthroplasty.

§ Coordinates physician’s credentialing for MA license and Hospital and Academic appointments, including tracking CME credits.

§ In consultation with department leadership, creates and executes project work and revises as appropriate to meet changing needs and requirements.

§ Manages additional projects, as requested, or required.

§ Other duties as assigned.

• Bachelor preferred or equivalent experience in healthcare environment.

§ Excellent written and verbal communication skills.

§ Skilled calendar management

§ Ability to organize and maintain schedules that require conference room booking.

§ High level time management skills requiring exceptional organizational skills and the ability to organize time and prioritize effectively. This includes the ability to ask for direction when appropriate and the flexibility to handle multiple tasks and deadline pressures.

§ Strong computer skills and experience with common PC/Mac software including Microsoft Word, PowerPoint, Excel, Outlook and EPIC.

§ Excellent critical thinking skills and ability to work independently are essential.

§ Self-motivated, and highly resourceful.

§ Excellent interpersonal skills

§ Ability to handle budgets and regulatory research protocols

§ Excellent verbal and written communication skills

§ Excellent discretion and judgment with the ability to problem solve independently and knowing when to escalate to leadership.

§ Ability to navigate within a complex organization, e.g., to understand fit with organizational goals/priorities, build consensus, facilitate decision-making.

§ Ability to maintain the utmost confidentiality of sensitive and personal information.

BWH is an Affirmative Action Employer. By embracing diverse skills, perspectives, and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.