Home Hospital Project Coordinator II, Ariadne Labs

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 Microsoft applications, including Word, Excel, and Outlook.
• Ability to work on tight deadlines.
• Knowledge of file management and other administrative procedures.

Hybrid

399 Revolution Drive

40

Regular

Day (United States of America)

Pay Range

$22.22 - $31.71/Hourly

Grade

4

At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

2200 The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.

Mass General Brigham Competency Framework