Summary

Oversee continuing medical education programming (CME), including all lecture series and annual departmental research and education events. Manage visa applications for any departmental visiting scholars and employees. Provide administrative support to a department and its research faculty. Assignments may include preparing a variety of computer reports, entering data into various programs. Respond to telephone inquiries, set-up office systems, schedule appointments, meetings and prepare associated information and equipment. Deliver requested information utilizing excellent customer service and communications skills. Prepare a variety of written and electronic communications, meeting materials and reports. Plan and organize meetings, conferences and other events. Perform complex calendar management and travel arrangement coordination. Exceptional customer service skills needed to routinely interact with a diverse range of internal and external customers.

Key Responsibilities

Oversee Continuing Medical Education (CME) Programs.

• Participate and coordinate meetings to discuss each lecture series with each planning group, regarding presenters/topics for the upcoming academic year. Take minutes for follow-up and planning. Track topics discussed and topics given throughout the year via evaluations/emails.
• Manage 5 CME programs: complete annual lecture series renewal applications, submit new program applications (as needed), coordinate gathering all required documents for compliance with the Center for Professional Development (CPD), recruit presenters for each program, and prepare marketing announcements for all programs.
• Complete (6) check-ins yearly (send all completed documents to the CPD for review and approval). Ensure all applications and check-ins have been approved by strict deadline dates.
• Complete annual check-ins for each program and keep copies of all materials to submit to the CPD office.
• All lecture series (Weekly, Monthly, and Bi-Monthly Sessions): Communicate, invite, and schedule all speakers for each lecture series. Send out invitations to presenters, manage topics, and coordinate all required deliverables. Ensure each PGY3 resident and each fellow present-review topics to make sure there's no overlap. Coordinate logistics, presenter presentations, communication, email broadcasts, technology, room set-up for in-person sessions, video conferencing, Zoom/Teams, handouts, attendance sign-in sheets, etc.
• Zoom/Vimeo: Provide live video streaming for all lecture series using Zoom to all off-site staff who want to watch them. Record and maintain an archive for each lecture series using Vimeo.
• Electronic Evaluation/CME Credit Program: Manage and communicate the "Electronic Evaluation and CME Credits program." After each lecture series, send a link to staff who attended to complete an online evaluation to track attendance and CME credits and generate individual lecture certificates and a year-end cumulative certificate.
• Archived Program for Grand Rounds Series: Manage and provide all program content to the CPD to be uploaded into the system and hosted on their site. (This program allows anyone to view a recorded Grand Rounds presentation and receive CME/participant credit. Sessions are uploaded within two weeks after each presentation, and this process will track members' credits throughout the year and provide a yearly certificate.)
• Donor Sponsored Grand Rounds Lectures: Manage and coordinate (3) Donor Sponsored Grand Rounds each year. Manage the donor's budget and coordinate all logistics, including marketing, communication, broadcasts, presenter's air travel and hotel accommodations, videoconferencing, honorariums, food & beverage, flowers, room set up, etc.

Other

• Oversee PM&R Day (event planning, coordination, CME applications)
• Oversee visa process.
• Maintain/update Spaulding Research Institute website.
• Maintain Insight research space module.
• Coordinate timekeeping for select staff.
• Prepare CVs for the Department of Physical Medicine & Rehabilitation (PM&R) Faculty in Harvard Medical School formatting, utilizing the easy CV software program as needed.
• Prepare and submit information to HMS for new fellow and associate research appointments.
• Schedule, track, and document Annual Career Conferences for the Department of PM&R Faculty.
• Assist with scheduling of research faculty interviews.
• Provide administrative support to research and other faculty, departmental leadership and to the Department of PMR.
• Research faculty/staff/department support- Manage calendars, set up meetings, book trips, assist with CVs, expense reports, and budget tracking, order business cards, badge access, onboarding/offboarding, space set up, answer department phone and take messages, faxing, mail, etc. Assist with technology troubleshooting and questions, as well as creating documents/presentations, charts, tables, etc. Set-up meetings/AV, reserve conference rooms, food and beverage, etc. Create electronic libraries/files and other miscellaneous projects as assigned.
• Process e-checks/expenses, purchase orders/invoices, departmental supply ordering (paper, folders, toner, staples, pens, Kleenex, etc.), update departmental list serves, develop department surveys.
• Assist other departmental admins as needed and provide time off coverage.
• Maintain office suite, copy area and kitchen equipment/area, including mail sorting/distribution, copier and fax, ordering and maintaining inventory of office and kitchen supplies.
• Prepare correspondence and written communications for approval or distribution as instructed.
• Perform other duties and responsibilities on behalf of the Department as assigned / as needed.
• Coordinate or assist with special projects and department events as needed.
• Additional department, organization, or network activities are completed per established objectives.
• SRN Organizational Values of Innovation, Collaboration, Accountability, Respect, and Excellence are upheld.

Expectations

• Reports are prepared in a timely manner and accurately.
• Office equipment is maintained and ready for use. Office supplies are ordered and inventory maintained.
• Appointments are scheduled and calendars are maintained accurately and with sensitivity to participants' schedules.
• Meetings and events are scheduled, planned and coordinated independently and appropriately. Equipment and materials are available as needed.
• Presentation materials are prepared creatively, timely and accurately.
• Travel arrangements are made according to scheduling needs of traveler.
• Meetings are attended, and meeting notes are prepared and distributed to attendees.
• Correspondence and other communications are written and presented in appropriate format from notes, verbal instructions, or independently from knowledge of circumstances and policy.
• Complex assignments are performed that are non-repetitive and often project oriented, with ability to problem-solve and determine best course of action with little or no direction.
• Expense reimbursement requests, purchase orders and other financial procedures are processed accurately and timely.
• Additional department, organization, or network activities are completed per established objectives.
• SRN Organizational Values of Innovation, Collaboration, Accountability, Respect, and Excellence are upheld.

Qualifications and Experience

Education/Degree

Required

• Two years prior office experience or equivalent education preferred.
• Associates degree or equivalent work experience preferred.

Skills

Required

• Excellent customer service skills with ability to interact with a diverse population using tact and diplomacy.
• Excellent written, verbal and electronic communications.
• Moderate supervision with some self-direction performing moderately complex work.
• Intermediate computer skills: Proficiency with MS Office products, ability to learn new software.

Preferred

• Ability to handle confidential and sensitive information.
• Attention to detail.
• Highly developed communications and interpersonal skills, working with diverse population. Maintain solution-oriented approach while dealing with interpersonal conflict.
• Anticipates challenges and develops and implements strategies for addressing them.
• High level of service delivery. Demonstrate initiative with ability to prioritize work, meet deadlines, and adapt to changing situations.
• Work independently, be self-directed and contribute as a member of a team.