PT, Admin Coordinator

Harvard Medical School

Boston, MA

ID: 7134655 (Ref.No. hh-61736BR)
Posted: March 17, 2023
Application Deadline: Open Until Filled

Job Description

Position Description
The Office of Medical Education (OME) in the Program in Medical Education (PME) at Harvard Medical School (HMS) is seeking a part-time (25 hrs. per week), dynamic, mission-driven Administrative Coordinator. Reporting to the Executive Director of OME, the Administrative Coordinator will provide a high level of support to the Senior Associate Dean for Medical Education, who has professional roles and responsibilities, which include educational leadership, clinical duties, and national committees and affiliations. Specifically, the Senior Associate Dean divides his time between OME in the PME at Harvard Medical School, the Department of Obstetrics and Gynecology at Beth Israel Deaconess Medical Center (BIDMC), and national organizations such as - the Association of Professors of Gynecology & Obstetrics, Association of American Medical Colleges, and American Medical Association. As such, the Coordinator will be expected to manage complex administrative duties with the highest degree of professionalism, confidentially, and judgment, as well as effectively communicate and build strong relationships with leadership, faculty, students, trainees, and staff at HMS, BIDMC, and national organizations.

The specific responsibilities required to support the Senior Associate Dean are:
  • Complex calendar management (scheduling meetings, prioritizing appointments, and travel).
  • Arrange travel plans and create detailed agendas.
  • Process and track reimbursements from multiple sources.
  • Maintain and track clinical, educational, research, and administrative obligations for accurate time study reporting for the Center for Medicare & Medicaid Services.
  • Organize materials for medical education courses in which the Senior Associate Dean leads or teaches.
  • Assist in the preparation of letters, reports, and presentations.
  • Communicate on behalf of the Senior Associate Dean.
  • Track and renew various memberships and licenses of the Senior Associate Dean
  • Other duties as assigned.
Basic Qualifications
Three or more years of related experience. Education beyond high school may count towards experience.
Additional Qualifications and Skills
Bachelor's Degree preferred.
  • Able to handle sensitive and confidential information with discretion;
  • Impeccably detail-oriented with excellent organizational skills;
  • Superior interpersonal, oral, and written communication skills;
  • Dependable and with a “Can Do” attitude;
  • Extensive experience with computer software such as Microsoft Word, Outlook, PowerPoint, Excel, Dropbox, Zoom;
  • Able to work independently as well as with other office staff;
  • Able to exercise discretion and judgment in areas of responsibility;
  • Assertive yet professional in taking responsibility; and
  • Able to be flexible in an environment in which change happens.
Additional Information
Please also note this is a part-time, 25 hours (.71 FTE) per week position.

This is a one-year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position. 

This position is based in Boston and some in-person on-campus work will be required, and flexible/remote work is an option. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, MA, MD, ME, NH, NY, RI, and VT). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.

Harvard University continues to place the highest priority on the health, safety and wellbeing of its faculty, staff, and students, as well as the wider community. Please note that all new employees will be required to provide confirmation of primary series COVID-19 vaccination upon hire, as detailed on our COVID-19 Vaccine Requirement Webpage. Harvard University Health Services employees and other health care individuals are also required to be up to date on vaccination as described by the CDC. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. Additional information regarding this requirement, exemptions, verification of vaccination status, and other related policies and resources may be found on the University’s COVID-19 Information Website.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

Harvard University offers an outstanding benefits package including:
  • Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
  • Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
  • Retirement: University-funded retirement plan with full vesting after 3 years of service.
  • Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.
  • Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
  • Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
  • Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.
The Harvard Medical School is not able to provide visa sponsorship for this position.

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Commitment to Equity, Diversity, Inclusion, and Belonging
We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values
EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

Harvard Medical School strives to cultivate an environment that promotes inclusiveness and collaboration among students, faculty and staff and to create new avenues for discussion that will advance our shared mission to improve the health of people throughout the world.